Program Assistant-503680-B

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