Administrative Services Coordinator

1 week ago

Washington, United States Totally Joined for Achieving Collaborative Techniques Full time
About Us:
Totally Joined for Achieving Collaborative Techniques (TJFACT) is a minority-owned, CVE-verified Service Disabled Veteran Owned Small Business (SDVOSB) performance-driven professional services government contracting company. We provide a broad spectrum of services and solutions to U.S. government agencies and organizations.

We are seeking an experienced Office Management Specialist to join our team. This position will support the Department of State – INL/WHP in Washington, D.C. The selected candidate will work as an Administrative Assistant Level 3, providing day-to-day support to INL/WHP management and staff.

The Office of Western Hemisphere Programs (INL/WHP) oversees over half a billion dollars in annual foreign assistance programming in more than 25 countries. INL/WHP directly supports Administration and congressional priorities, including countering corruption, combating the opioid epidemic, combatting transnational criminal organizations, and addressing security and governance-related drivers of migration.

This role requires strong organizational and communication skills, as well as experience working in a fast-paced office environment. The successful candidate will be responsible for supporting office operations, managing calendars, coordinating meetings, and ensuring the smooth day-to-day functioning of the office.

Major Responsibilities:
  • Supports INL/WHP office and office director.
  • Keeps office and Office Director calendars up to date; makes logistical arrangements for meetings; meets, clears, and escorts visitors.
  • Makes and receives telephone calls; directs inquiries to appropriate staff.
  • Completes time and attendance requirements for the office.
  • Ensures adequate supplies are available for the office and aids in requesting new supplies when needed initiates procurement requests for the office.
  • Makes travel arrangements; maintains travel log while staff is on travel; submits travel vouchers upon completion of travel; maintains familiarity with travel regulations to facilitate approvals.
  • Coordinates onboarding of incoming INL staff, including securing IT log-on, handling safe combinations, preparing door signs, distributing supplies, and preparing onboarding materials.
  • Coordinates with other INL offices on tasks related to office repairs, new equipment requests, movement of phones or computers, and others.
  • Assists in tracking office deadlines to meet required taskers for bureau and department leadership.
  • Schedules meetings, appointments, calls, and conferences in accordance with INL/WHP management instructions. Ensures preparatory materials reach INL/WHP management in advance of events. Reschedules appointments when it is clear that WHP Director or Deputy will not be able to make a commitment.
  • Follows up on email inquiries and telephone conversations and takes appropriate steps to ensure that necessary action is completed as quickly as possible.
  • Aids in preparing correspondence. Maintains suspense records on all correspondence and action documents and follow up to ensure a timely reply or action.
  • Schedules large meetings and conferences; selects time and location, notifies participants, coordinates escorts and arrival, ensures that all requirement materials and services are provided in a timely manner, attends meetings and takes notes, and prepares reports of the proceedings.
  • Serves as the office records management point of contact, providing updates to the INL/WHP SharePoint site as needed and ensuring appropriate records filing practices, consistent with Department and Bureau guidelines.
  • Serves as note-taker for meetings as required.
  • Completes services considered closely associated to inherently governmental activities, including but not limited to the following:
    • Work in a situation that permits or might permit access to confidential business information or other sensitive information (Other than situations covered by the National Industrial Security Program described in FAR 4.402(b)).
    • Dissemination of information regarding agency policies or regulations, such as conducting community relations campaigns, or conducting agency training courses.

Requirements:
  • U.S. Citizen.
  • Bachelor's degree from an accredited institution.
  • Active security clearance.
  • At least eight years' experience in relevant field.
  • Knowledge of, and demonstrated experience using, Microsoft Office Suite.
  • Demonstrated proficiency in computer and web-based applications, including, SharePoint, Adobe Acrobat, WebEx, and Google Meet.
  • Knowledge of, and skill in, correct usage of English grammar, spelling, punctuation, capitalization, and style.
  • Demonstrated experience in the use of the telephone and voicemail.

Preferred Qualifications:
  • Demonstrated skill and ability in managing multiple concurrent activities of varying complexity, with changing priorities and short turn-around times.
  • Demonstrated ability to provide excellent customer service. Ability to communicate effectively, both orally and in writing, with a wide range of stakeholders.
  • Demonstrated ability to establish and maintain effective relationships, including with those in a senior management role.
  • Prior demonstrated executive-level administrative and business process experience.
  • Proven record of contributing to the efficient functioning and sound organization of an office or work unit and experience applying regulations and/or policies to guide work in an office setting.
  • Familiarity with Department of State systems such as TATEL and E2 and with State Department formats.
  • Spanish language proficiency.

Benefits:
  • Medical, Vision and Dental Insurance.
  • 401-K plus match.
  • Paid Vacation days.
  • Paid holidays.
  • Short Term and Long-Term Disability.
  • Voluntary Term Life.

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