Place of Performance: Washington D.C. (Telework Subject to Approval)
SCOPE: The Office of Policy, Planning, and Resources for Public Diplomacy and Public Affairs’ Research and Evaluation Unit (R/PPR/REU) is actively seeking Program Assistant to provide administrative, clerical, and program assistance to the Office Director, Deputy Director and REU staff.
- Must be a U.S. Citizen
- Active Secret Clearance
- A Bachelor’s Degree is preferred
- Minimum 3 years’ experience in an office management, administrative, clerical, or executive assistant role in a professional office setting.
- Fluency in use of modern technology and collaborative tools. Experience working in Microsoft Teams, SharePoint, and Microsoft Office to prepare, present, and exchange information.
- Prior experience working in Google Suite and Slack preferred.
- Working knowledge of administrative management and organization principles, concepts, methods, and practices to provide a variety of administrative support functions that contribute to the smooth and efficient operation of the Office.
- Working knowledge of applicable Department of State administrative rules, regulations, policies, and procedures, particularly concerning time and attendance, document clearances, and travel, to ensure compliance with applicable requirements preferred.
- Proven ability to solve routine, straight-forward problems analytically and holistically.
- Proven ability to plan, organize, and prioritize work to efficiently accomplish multiple, concurrent assignments with tight deadlines.
- Proven ability to communicate effectively, both orally and in writing, to provide information and assistance, draft a variety of written documents, explain policies and procedures, and establish and maintain liaison.
- Proven ability to work cooperatively in a team environment and interact effectively with individuals at various levels of the organization to provide advice, information, and assistance.
DUTIES AND RESPONSIBILITIES: Provides administrative, clerical, and program assistance to the Research and Evaluation Unit.
- Monitoring-Assists unit leadership in tracking progress and completion of assigned tasks. Enters data to help subject matter experts keep project trackers up to date.
- Correspondence-Serves as initial unit POC for requests from the field for research and evaluation support. Monitors the unit inbox daily. Brings new requests to the attention of unit leadership. Aids leadership in routing requests to appropriate REU staff. Assists REU staff in responding to routine inquiries. Ensures replies are timely and responsive. Tracks close-out/completion.
- Meeting coordination-Schedules deliberative meetings, makes administrative arrangements, apprises participants of necessary details, and ensures that reference and background materials prepared by leadership and/or subject matter experts are circulated in advance. Books conference rooms using automated tools. Ensures that all technical requirements for computer systems, video conferencing and/or teleconferencing are functioning properly in advance.
- Note taking-Serves as notetaker for internal meetings and discussions. Circulates meeting notes.
- Equipment-Coordinates with the R/PPR Property Manager and ECA/EX/IT for provision of computer equipment, software, cellphones, and other equipment for staff, including trouble tickets and follow-up. Ensures proper planning for provision of new equipment for new full-time or contract personnel.
- On-Boarding Assistance– Provides on-boarding assistance to new staff, including making badge appointments, advising on completion of telework and systems access request forms, maintaining on-boarding schedules and checklists, scheduling courtesy calls, adding new colleagues to meetings and channels, and facilitating IT support to ensure new staff have access to Department systems and R/PPR collaborative tools.
- Word processing-Prepares routine documents in a variety of formats, such as newsletters, brochures, flyers, special reports, briefings, manuals, etc. using desktop publishing which involve integrating and laying out text and graphics on a page; adjusting the size of charts, graphs and pictures which entail the use of multiple styles and sizes of type. Applies publishing capabilities to enhance presentation of data, briefings, changing tables to graphs, adding boxed explanatory text to graphics, highlighting/shadowing material, superimposing graphs with other graphs or clip art, importing graphics into narrative text, etc.
- Clearing documents.-Assists subject matter experts with drafting and obtaining required review / clearance of routine documents and materials within R/PPR, the R family, and the broader Department.
- Administrative liaison-Provides administrative and clerical liaison on behalf of the Research and Evaluation Unit with other managers and staff in other R Family offices and Department bureaus and provides accurate advice and information on R/PPR procedures, reports, requirements, and other related matters.
- File management-Maintains unit electronic files, including by posting and maintaining content on R/PPR SharePoint site and Google Shared Drives. Maintains internal files in accordance with Department standards.
- Travel-Advises and assists with travel planning, preparations, and vouchers for the unit.
- Supplies / Procurement-On behalf of the unit, enters into Ariba procurement requests. Monitors the use of services, supplies, and equipment for the office. Reviews trends and patterns in the use of supplies, services, and equipment and informs the supervisor of any unusual activity. Maintains an orderly and adequate level of supplies at all times. Coordinates with the Executive Assistant and Administrative Officer as necessary on all supply, repair and office maintenance requirements.
DECISION MAKING/JUDGEMENT: This position involves projects and/or assignments requiring considerable decision-making authority regarding procedures, processes, plans, and schedules. Ability to work independently or in a team setting is necessary.
PHYSICAL DEMANDS/WORK ENVIRONMENT: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Needs ability to use a keyboard to enter and retrieve data. .
- Must be able to lift 5-20 pounds.
- Remaining in a stationary position, often standing, or sitting for prolonged periods.
- Moving about to accomplish tasks or moving from one worksite to another.
- Local travel may be required.