Program Assistant OBO-16
PLACE OF PERFORMANCE: State Annex 5 2200 C Street NW, Washington, DC 20037 (Telework upon approval)
SCOPE: Program Assistants to support the Professional Development Unit (PDU) in the Office of Policy, Planning, and Resources (R/PPR).
- Proficiency in the use of cloud-based and traditional word processing software, spreadsheets, presentations (e.g., G Suite, Microsoft, et al), databases and project management tools. Ability to learn and work with other software, as well as database applications.
- Knowledge of the principles and methods applicable to researching, analyzing, and writing regulatory material and related issue/policy memoranda and interpretations.
- Experience in tracking document flow and clearance processes and distribution of documents to appropriate personnel.
- Active SECRET clearance.
- Experience with U.S. foreign affairs agencies and/or international organizations. Knowledge of Public Diplomacy programs, practices, and theory.
- Familiarity with principles and practices of knowledge management.
- Familiarity with formulating, writing, and implementing reporting mechanisms, policies, processes, and procedures.
- Experience in formulating and writing policies, processes and procedures for management of the office.
- Experience in developing reports with quantitative and qualitative data. Ability to learn and work with database applications.
- Demonstrated skills or knowledge of global internet access and research capabilities.
- Experience in program administration, operating procedures, oversight, and monitoring. Strong, timely and precise organizational skills and multi-tasking abilities.
- Ability to comprehend, analyze, and interpret complex documents.
- Ability to problem solve in situations where multiple options exist Strong critical and creative thinking and analytical skills.
- Strong written and oral communication skills.
- Strong ability to work independently, with minimal supervision, and multi-task in a high volume, fast-paced work environment.
- Strong ability to also have a flexible, team-oriented approach to work.
- Excellent ability to build and maintain strong working relationships with colleagues. Ability to provide efficient, timely, reliable, and courteous service to customers.
DUTIES AND RESPONSIBILITIES:
- Organizes, directs, and coordinates the planning and production of all activities associated with assigned task order projects.
- Ensures all functions remain on schedule and issues get resolved or escalated. Facilitates regular meetings to review project status for active and pending projects.
- Through oversight, ensures that objectives and goals are accomplished within set funding parameters and timeframes. Identifies and mitigates risks.
- Facilitates the development of a charter and integrated timelines as needed.
- Collaborates with core team to develop solutions and leads project team through implementation and completion.
- Leads project teams and/or plans and manages assignments of project management, administrative, and program support employees.
- Provides appropriate level of detail while summarizing complex issues succinctly. Demonstrates superior writing and oral communication skills and ensures quality products and services are delivered.
- Creates, maintains, and distributes routine reports, including status reports of individual and groups of projects and programs and updated Gantt charts and/or other formats as required by the government.
- Serves as main point of contact to clients and the escalation point for any staffing, bandwidth, or delivery issues
- Ensures operations fall within award/contractual guidelines.
- Makes decisions with thorough understanding of procedures, organizational policies, and business practices to achieve general results and deadlines.
- Monitors vendor performance, tracks third party deliverables, and reports on conflicts and delays of paid tools/services to the Contracting Officer Representative (COR).
- Prepares materials for use by the PDU at meetings and conferences; designs and prepares creative visual presentations using Airtable, G Suite, PowerPoint, and other applications; prepares background material and reports for meetings with PD stakeholders.
- Produces with minimal supervision regularly issued cables and/or newsletters to the field, drafted in coordination with R, R/PPR and other PD stakeholders throughout the Department and within the regional and functional bureaus.
- Makes independent decisions on selected matters that can be resolved using own expertise.
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:
This job operates in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. This is a largely sedentary role that primarily requires sitting at a desk in front of a computer for long periods; however, some filing is required. This would require lifting files, opening filing cabinets, and bending or standing on a stool as necessary. Driving is also occasionally required.
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.
- CONUS and OCONUS travel may be required.
THE MAASAI GROUP, LLC. does not discriminate on the basis of race, sex, color, religion, national origin, age, disability, or veteran status in provision of services or employment opportunities and benefits. All qualified applicants will receive consideration for employment.