Program Assistant-540096

Description

The Office of Alumni Affairs of the Bureau of Educational and Cultural Affairs (ECA/P/A) provides resources to sustain engagement through support to U.S. Missions worldwide and outreach to almost 2.5 million exchange alumni in the United States and abroad. Our work strengthens U.S. government alumni identity, expands networks that benefit both Americans and international participants, and supports U.S. foreign policy objectives by maintaining relationships with this large group of influential people with firsthand knowledge of the United States. The office also manages the Exchange Alumni website ( exchangealumni.state.gov ), a global online community for alumni of U.S. government-sponsored exchanges programs.

• • Assist in the daily administration of activities organized by the Office of Alumni Affairs.

• Solicit, monitor, maintain, and organize reports on alumni activities by working with Regional Alumni Coordinators (RACs) and U.S. missions overseas.
• Track and process procurement expenditures according to the annual operational budget for the office, monitoring accounting systems such as EOS and GFMS, coordinating closely with the Deputy Director and communicating potential challenges.
• Support RACs in tracking and processing budget requests for project proposals.
• Support the execution and organization of major global funding initiatives, ensuring appropriate and timely expenditure of funds, and planning and adhering to internal timelines
• For the U.S. alumni portfolio, engage directly with alumni, design and implement professional development seminars and other activities of interest to U.S. citizen alumni.
• Provide logistical support for Bureau projects and/or activities, to include helping to formulate, plan, manage, and execute projects and activities.
• Track, draft, and coordinate responses to daily requests for information about country, regional, and thematic alumni initiatives, obtaining timely clearances and submitting responses to the Bureau's front office within deadline.

• Monitor and maintain office SharePoint site, working closely technology teams to identify areas for improvement and development.
• Order office supplies, submit work order requests, and serve as liaison with facilities managers on behalf of the Office of Alumni Affairs.
• Coordinate schedules and meetings for office leadership.
• Serve as office POC for virtual and physical mail.
• Serve as office timekeeper.
• Provides administrative support to the Deputy Assistant Secretary for Policy, Principal Deputy Assistant Secretary, the Assistant Secretary, and others in the ECA Front Office for no more than 20 percent of the period of performance.
• Assist in backing up other staff as needed.

Requirements

• A bachelor's degree

• Some specialized experience, which provided the particular knowledge, skills, and abilities to perform the responsibilities of the position outlined above.

• Basic familiarity with U.S. foreign policy and international educational and cultural exchanges.

• Excellent computer skills, with proven experience in or the ability to learn the following applications:

MS Office (Access, Excel, Outlook, PowerPoint, Word)

Adobe Creative Suite

Email marketing tools

Salesforce

• Experience gathering, interpreting, and synthesizing data to inform pertinent issues to management and other stakeholders.
• Demonstrated skills or knowledge of global internet access and research capabilities.
• Strong critical thinking and analytical skills.
• Strong written and oral communication skills.
• Ability to interact with all nationalities in a culturally sensitive manner.
• Strong ability to also have a flexible, team-oriented approach to work.
• Preference for work on educational and cultural exchanges, or other types of programming or activities to engage alumni.
• Preference for exposure to U.S. foreign affairs agencies and/or international organizations.
• Ability to multitask, prioritize and deliver high-quality, accurate work within targeted deadlines;
• Ability to successfully work as a team to accomplish all tasks; and
• Ability to obtain and maintain a security clearance at the Secret level.