Program Manager Assistant I

3 months ago

Arlington, United States H4 Enterprises Full time
Job DescriptionJob Description

Position Description

This position is in the High Threat Programs (HTP) Directorate in the Bureau of Diplomatic Security (DS). The incumbent will be responsible for assisting the delivery, analysis, and resolution of significant managerial and operational issues, which require action by the Deputy Assistant Secretary (DAS) and Office Director level positions. Collects, interprets, and specifies data requirements for the HTP Front Office and Directorate. Identifies, develops, and implements solutions to improve and streamline processes and procedures. Uses database management, project management, and other management tools to monitor project activities.

Prepare a variety of memoranda, briefing material, status reports, and other official documents. Initiates and/or conducts a variety of special projects requiring compilation of statistical data, interpretation of findings, and development of a final product. Have thorough understanding of DOS policies and procedures, national security, foreign policy, public diplomacy, and foreign affairs.


Duties/Responsibilities

  1. Coordinate with HTP Office Directors to facilitate communication between the DAS, liaison officers, and other relevant staff.
  2. Provide Front Office coverage in lieu of absence of Special Assistant(s)
  3. Manage meeting requirements with senior Department of State (DOS) officials, other non- DOS parties, and Inter-Agency parties. Ensure location or telecommunication capability is available as necessary.
  4. Provide detailed administrative support, to include maintenance of reports, and review of daily correspondence and key items that directly impact staff in internal and external offices. Collect materials, reports, or agendas prior to any meetings/briefings.
  5. Perform other duties and complete special projects as assigned and directed by the DAS, HTP Special Assistant, and/or HTP senior management.
  6. Drafts reports and official correspondence pertaining to a variety of administrative functions and services
  7. Analyzes policy information to develop program and/or administrative processes to ensure compliance requirements are fulfilled
  8. Analyzes and evaluates proposed changes in mission and/or operating procedures 10. Coordinate routine correspondence with all Regional Directors (RD), Desk Officers (DO), and other DS Directorates and DOS executive staffers, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style is accurate; finalize division documents, ensure all tabs, cover pages, etc., are in the proper configuration, secure signatures, and deliver to appropriate addressee and locations
  9. Provide administrative support during Authorized Departure, Ordered Departure, or suspension of operations of a High Threat High Risk (HTHR) Post. Duties may include dissemination of fast-paced reporting and information to executive leadership and the DS Command Center
  10. Track and maintain task force rosters related to any HTHR Post evacuations
  11. Receive, review, format, and disseminate DS Directorate tasks to include, but not limited to: travel requests, press guidance, Weekly Activity Reports, Post Staffing Numbers, Posts of Concern, Deputies Committee and Counterterrorism Security Group Bullet Points, and intra/inter Departmental clearance requests
  12. Management of DS Task Tracker tasks pertaining to DS/HTP
  13. Provide administrative support for reports, briefing presentations, and special projects 16. Assist in preparation of staff papers, policy directives, action memoranda, and information memoranda to be used by Department Principals
  14. Proofread outgoing DS/HTP items to ensure compliance with format guidelines and make edits to bring them into compliance as necessary
  15. Coordinate administrative support between the DS Directorates and DS/HTP Offices
  16. Utilizes database management, project management, and other management processes to keep track of project activities, inquiries, and requests to track status through completion
  17. Provide direct support and planning for all DS/HTP International workshops / conferences
  18. Collect and process time and attendance to include leave, overtime, and premium compensation requests for HTP FO and Resource Management Staff
  19. Maintain and organize time and attendance files for tracking/historical record in anticipation of OIG inspections or audits
  20. Assist with coordination and management of any Directorate special projects 24. Be responsible for training administrative services personnel
  21. Assist in developing administrative processes and procedures for use by directorate staff.
  22. Coordinate any purchase requests or equipment issues with the Purchase Card Holder/Unit Security Officer.
  23. Performs other duties and completes special projects as may be assigned and directed by the DS/HTP Resource Manager and/or DS/HTP senior management.

Minimum Education / Qualifications

US Citizenship

  1. Undergraduate degree from an accredited institution or a minimum of one to three (1-3) years administrative experience
  2. Highly proficient in Microsoft Office Suite
  3. Experience and capabilities working with varying types of database software 5. Possess a willingness to learn specific program requirements of the position
  4. Reliability, flexibility, maturity, and the ability to interact with all levels of personnel and departments within Department of State
  5. Attention to detail, strong follow-through skills, and ability to maintain confidentiality 8. Working knowledge of SharePoint
  6. Familiarity with foreign affairs agencies. Ability to communicate effectively, both orally and in writing, with superiors, colleagues, business professionals, and the public
  7. Excellent interpersonal skills working with individuals at all levels within the organization 11. Experience drafting and editing professional reports and documents for senior officials 12. Possess strong multi-tasking skills with the ability to work effectively and efficiently in a high-volume work environment
  8. Ability to work in a fast-paced environment to meet deadlines and handle pressure situations is a must
  9. Possess excellent organizational skills
  10. Ability to work independently on projects and issues within established policy guidelines

Clearance Requirement

Applicants selected for this position will be subject to a US Government Security Investigation - Secret Level.


Deliverables

  • Weekly Time and Attendance: Each employee will provide employee time and attendance data to the Program Manager and Contracting Officer Representative and/or designated Government Technical Monitor(s) on a weekly basis or as requested.
  • Weekly and Monthly Reports as requested by the Program Manager and Government Technical Monitor(s).

EEO Statement

H4 Enterprises, LLC does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

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