Program Assistant - Office of EUR/ACE

Cayuse Holdings • Full-time • United States • $40 - $45 / hour • 3m ago

The Work

The incumbent's primary duties are to provide operational and administrative support to employees in the Bureau of European and Eurasian Affairs. The incumbent exercises independence and judgment in managing complex office and administrative functions, anticipating needs and priorities, and ensuring seamless operations. The incumbent's ability to perform adequately is based on thorough knowledge of the responsibilities, the organizations of the office, systems, and the nature of projects and their relation to the overall mission of the Department.

Key Responsibilities

Answering telephone calls and receiving/meeting/escorting visitors, referring to appropriate staff members, if necessary.
Managing complex calendars for multiple Office Directors; proactively identifies and resolves scheduling conflicts and communication; navigates high-volume emails daily to identify and anticipate needs for scheduling and coordination proactively.
Setting up appointments, meetings and arranging for conference rooms through the Departments conference room reservation (ReserveIT) platform.
Managing files and records, preparing files, folders and other federal records for archiving or disposal based on the Departments records disposition schedule.
Utilizing scanning equipment to upload and file documents.
Preparing and routing documents (reports, correspondence, memoranda, cables, diplomatic notes, etc.)
Drafting, editing, reviewing, and routing documents for clarity ensuring paper is prepared and compiled in advance for division directors and/or Office Directors ensures proper clearance processes and formatting standards were used based on department standards and templates; tracks document status and follows up on pending actions.
Downloading materials from the computer, the internet and the intranet.
Sending and retrieving materials by facsimile.
Delivering, coordinating and shipping materials and packages.
Copying and collating documents and other materials.
Preparing Time and Attendance into the Departments electronic submission system (WEB TATEL) or similar system.
Preparing travel orders and handling travel arrangements in E2 Solutions or similar system.
Preparing travel authorizations, travel vouchers or taxi reimbursements.
Preparing documents to request Diplomatic and/or Service passports for staff members. Obtaining visas for travelers in a timely manner, either through the Passport Office or hand-carried.
Drafting country clearance requests utilizing the Departments (myServices) system;
Serving as the first point of contact for SharePoint sites and updating program office SharePoint page and office directories as needed.
Finalize and deliver documentation for the 7th floor Principals.
Retrieve and monitor all ALDACS cables through the SMART system.
Compiling annual performance appraisals documents for civil service and foreign service into the (ePerformance) Human Resource database.
Provide logistical support, as needed, for internal conferences and meetings.
Prepares work orders for services/supplies needed for the effective running of the office and coordinates these with the General Services Officer.
Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management daily.
Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.
Record minutes from meetings and prepares briefing materials.
Creates standard operating procedures related to office administration.
Identifies inefficiencies and recommends improvements; training new staff on office protocols.
Updates office management information, such as seating charts, organization charts, phone lists, and welcome books.
Recommends, creates, and maintains critical office management tools to improve training, transparency, operational, and organizational structure.
Supports, tracks, and assists in managing taskers, papers, compliance, and other administrative and management controls.

Qualifications – Here’s What You Need

High school diploma and six to eight years of equivalent office management experience OR
A two-year college degree in Office Management, Business Administration, Computer Technology, Web Development or other related fields together with a minimum of five years of office management experience.
Active Secret clearance is required for this position.
At least three years of experience supporting an office/division/team of at least 20 or more staff and/or over two years supporting a bureau or office director.
Knowledge of establishing travel arrangements via E2 Systems.
Working knowledge of State Department travel policies.
Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

Minimum Skills:

Excellent customer service and multi-tasking skills.
Must be able to establish, organize and maintain routine data and established procedures.
Ability to support compliance and audits of security and management processes and requirements.
Demonstrated ability to exercise independent judgment and discretion in handling sensitive information and confidential matters.
Must be able to work with all levels of personnel working in the Department and the general public and operate courteously and tactfully.
Demonstrated analytical and problem-solving abilities; capacity to anticipate needs and proactively address issues.
Proven customer service orientation with ability to remain composed under pressure.
Excellent communications skills.
Intermediate Proficient in Microsoft Office Suite software, including Visio, Microsoft Planner, SharePoint, and Excel.

Our Commitment to you / overview of benefits

SCA Health & Welfare fringe benefits.
Telemedicine
Dental & Vision
EAP
Basic Life and AD&D Insurance (Company Provided)
Voluntary Life and AD&D options
401(k) Retirement Savings Plan with matching after one year
Paid Time Off

Reports to: Program Manager

Working Conditions

Professional office environment, with the ability to work onsite in the main office.
Must be physically and mentally able to perform duties extended periods of time.
Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
Must be able to establish a productive and professional workspace.
Must be able to sit for long periods of time looking at computer screen.

May be asked to work a flexible schedule which may include holidays.
May be asked to travel for business or professional development purposes.
May be asked to work hours outside of normal business hours.

Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Cayuse is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.