Program Assistant-504062

Description

The Office of Policy Planning and Resources in the Bureau of Public Diplomacy and Public Affairs (R/PPR) has a requirement for full-time support services from the Office Management and Program Assistants. The Office Management and Program Assistants shall provide administrative support to R/PPR managers and staff, performing a variety of office management support duties, as well as directly support the work of R/PPR's Executive team.

• Developing background information and prepares outlines for the supervisor's briefings, papers, and correspondence/reports.

• Assigning responsibility for drafting correspondence, memos, briefing materials, presentations, and other informational products and providing guidance, feedback, and editing support to the drafters as needed.
• Editing letters, composes reports, reviews correspondence for accuracy and completeness, prepares presentation outlines, develops standard or form letters, and replies to inquiries.
• Processing incoming and outgoing materials including correspondence, reports, memoranda, and other written communications.
• Assigning review and clearance responsibilities for incoming materials and monitoring completion.
• Liaising on behalf of the Office Director and Managing Directors with other managers and staff in the R Front Office and other R Family offices and Department bureaus, monitoring projects and providing them accurate advice and information on R/PPR procedures, reports, requirements, and other related matters.
• Managing projects on behalf of the executive staff, including:

Developing systems and processes to support the projects

Organizing, coordinating, and staffing regular meetings for the projects

Drafting talking points, memoranda, and documents

Taking accurate minutes of meetings

Tracking implementation of the projects

Responding to basic inquiries about the projects

• Managing the calendars and schedules for the R/PPR Office Director, Managing Director for Resources, and Managing Director for Policy.
• Making administrative arrangements for conferences and meetings, apprises participants of necessary details, and ensures that all references and background documents are available.
• Scheduling conference rooms in coordination with R/PPR, ECA/EX and all automated Tools, and ensuring that all technical requirements for computer systems, video conferencing and or/teleconferencing are arranged in advance.
• Coordinating with IRM for provision of computer equipment and software for staff, including trouble tickets and follow-up.
• Ensuring proper planning for provision of new equipment for new full-time or temporary staff.
• Preparing varied documents such as newsletters, brochures, flyers, special reports, briefings, manuals, etc. by integrating and laying out text and graphics on a page; adjusting the size of charts, graphs and pictures; applying publishing capabilities to enhance the presentation of data; changing tables to graphs; adding boxed explanatory text; highlighting/shadowing material; superimposing graphs with other graphs or clip art; importing graphics into text, etc.
• Maintaining time and attendance for all R/PPR federal employees and receiving timesheets and compiling a master list of hours worked and vacation, sick, and travel leave.
• Maintaining an electronic whereabouts calendar detailing employee status including leave and travel.
• Posting and maintaining content on R/PPR's SharePoint site.
• Advising leadership of important issues arising during his/her absence from the office and bringing significant items in reports, files, and correspondence to leadership's attention.
• Arranging travel for Office Director and Managing Directors, including securing travel and hotel reservations, and preparing vouchers upon traveler's return.
• Acquiring and monitoring the usage of services, supplies, and equipment for the office and coordinating with the EX as necessary on all supplies, repairs, and general office maintenance requirements.
• Training and instructs new employees on governing procedures, regulations, and policies

Requirements

• 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.
• 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.
• Ability to interact effectively with individuals at various levels to provide advice, information, and assistance.
• Ability to work cooperatively in a team environment in order to meet the demands associated with a high volume, results-driven office.
• Ability to plan, organize, and prioritize work to efficiently accomplish multiple, concurrent assignments with tight deadlines.
• Skill in the use of the Microsoft Office suite (Outlook, Word, Excel, PowerPoint) in order to prepare, present, and exchange program information.
• 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.
• A Bachelor's Degree is required for this position.
• Ability to obtain and maintain a security clearance at the Secret level.