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Administrative Support Operations Coordinator

2 months ago

Washington, Washington, D.C., United States Chickasaw Nation Industries Full time
Overview

Join a dynamic organization where commitment to excellence is at the forefront of our mission.

POSITION SUMMARY

The Administrative Support Operations Coordinator is essential in facilitating the operational needs of the Bureau for Europe and Eurasia (E&E) within the United States Agency for International Development (USAID). This role acts as a primary liaison for various administrative functions, including Records Management, Safety Health, Continuity of Operations Planning, Emergency Preparedness, and Correspondence Control. Located in the Washington, DC area, this position is crucial in ensuring efficient operations and adherence to compliance standards for a federal client.

KEY RESPONSIBILITIES

Records Management
  • Lead Initiatives: Oversee records management initiatives, guiding teams on compliance and best practices.
  • Documentation Strategy: Identify and maintain critical records that reflect key organizational functions and decisions.
  • Compliance Oversight: Ensure all records meet national standards, managing their lifecycle effectively.
  • Team Support: Assist staff in records management processes to enhance operational efficiency.
Safety Health Representative
  • Safety Leadership: Participate in safety health initiatives, advising on compliance and best practices.
  • Regular Inspections: Conduct safety inspections to identify and mitigate potential hazards.
  • Training Development: Create and deliver safety training sessions to foster a culture of awareness.
  • Hazard Management: Spearhead efforts to address safety concerns in the workplace.
Continuity of Operations Planning
  • COOP Leadership: Collaborate with the COOP team to ensure operational resilience during disruptions.
  • Strategic Coordination: Identify essential functions and systems critical to the bureau's operations.
  • Training Implementation: Ensure staff are well-prepared to execute continuity plans.
  • Plan Maintenance: Regularly update the Continuity Implementation Plan to ensure its effectiveness.
Emergency Preparedness Coordination
  • Preparedness Advocacy: Serve as a contact for emergency preparedness, ensuring staff readiness.
  • Training and Communication: Maintain communication equipment and train personnel on emergency protocols.
  • Team Coordination: Keep an updated roster of emergency personnel for quick identification during crises.
  • Procedure Management: Review and update emergency procedures regularly.
Correspondence Control Management
  • Task Management: Oversee the task management system, ensuring efficient tracking and assignment.
  • Clearance Management: Collaborate with leadership to ensure timely processing of clearance documents.
  • Quality Assurance: Maintain high standards for the flow of critical documents.
  • Training and Organization: Conduct training on clearance processes and maintain organized resources.
In this role, you will prioritize daily activities in alignment with company policies and supervisor guidance to maximize productivity.

EDUCATION AND EXPERIENCE

A high school diploma or equivalent and a minimum of 5 years of relevant experience or training, or a combination of education and experience.

SKILLS AND ABILITIES

Language Proficiency: Ability to interpret and write reports, as well as communicate effectively with various stakeholders.

Mathematical Skills: Proficient in basic mathematical operations and data interpretation.

Reasoning Skills: Ability to apply logical reasoning to solve problems and follow instructions.

PHYSICAL DEMANDS

This position primarily operates in an office environment, requiring regular sitting and use of hands for various tasks. Occasional lifting and movement may be necessary.

CNI CORE COMPETENCIES

Commitment to integrity, quality of work, teamwork, and effective communication are essential in this role.

COMPLIANCE

Foster a culture of compliance with all applicable regulations and company policies.

EOE including Disability/Vet

CNI offers a comprehensive benefits package, including medical, dental, vision, 401(k), and paid time off.