Program Assistant-503680

Description

The Program Assistant will be responsible for the efficient office administrative operations and functions. and liaison between other offices. The qualified candidate will serve as a liaison between offices and will be responsible for coordinating data calls, record keeping/reporting, travel schedules, conference room schedules and executing the day-to-day office operations.

Job Duties:

Administrative Tasks:

• Provide administrative and management support to senior management;
• Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed;
• Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed;
• Prepare and publish meeting agenda, travel arrangements, setup internal/external meetings/appointments, perform staff time and attendance and reporting, manage and secure classified/SBU documents;
• Process incoming/outgoing personnel checklist, arrange conference room scheduling, perform office supply management duties;
• Provide special event coordination, escort visitors, process visitor building access, answer and route incoming/outgoing phone calls;
• Process and track personnel leave requests, monitor and track motor vehicle fleet monthly usage mileage and gas expenses;
• Coordinate and respond to data calls, and assist bureau staff on special projects;
• Collect, compile and coordinate processing of the Weekly Activities Reports (WARs);
• Assist with program management activities within the bureau directorate;
• Perform travel coordination by preparing authorizations and making reservations for Government employees using E2 Travel Solutions application, as required;
• Record, draft and prepare meeting minutes, as required;
• Maintain, update and track multiple Outlook calendars and schedules;
• Track the annual employee performance evaluation reports and documents;
• Set-up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (RIMC Directors) offices or missions abroad;
• Maintain proficiency in MS Office Suite, Visio, Outlook, and Project;
• Maintain expertise in managing SharePoint databases.

Program Support:

• Track assigned tasks and monitor progress and/or overdue action items;
• Prepare various analytical reports and draft administrative and policy documentation;
• Create and update PowerPoint presentations for ongoing projects and briefings;
• Maintain various spreadsheet reports to assist in data analysis for senior management;
• Draft and process electronic country clearance (eCC) requests for travelers both contract and government personnel;
• Assist in the preparation of policy documentation and disseminate to appropriate Front Office personnel;
• Devise and maintain a systematic approach to the organization's Shared drives document repository and update information posted on SharePoint sites, as required;
• Perform Front Office liaison activities and facilitate communication across organizations;
• Review and analyze program history to identify issues or trends which may have bearing in determination of future program direction for discussion;
• Assist in the identification, development, and tracking of internal and customer focused policies and procedures for cross-cutting issues;
• Track staff assignments, advising managers of progress and/or overdue action items;
• Prepare a variety of analytical reports, memoranda, and written materials on various administrative and policy issues;
• Produce a variety of reports, tracks suspense actions, produces charts, create specialized databases, or prepare presentation materials from software programs

Requirements

Education and/or Experience:

• High school diploma and must have a minimum of five (3) years office experience and supporting high level officials.

OR

• 4 years of directly related administrative and technical experience.
• Active Top-Secret Clearance Required.

Knowledge, skills, and abilities:

• Experience with EZ and E2 Travel Systems
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work in a fast- paced office environment
• Excellent customer service skills
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficiency in MS Office, and Teams, ZOOM, and WebEx platforms