Office Operations Coordinator

1 week ago

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

The Administrative Operations Associate is essential in facilitating the functions of the United States Agency for International Development's (USAID) Office of Civil Rights (OCR), Strategic Program Operations (SPO) Division.

Located in the Washington, DC area, this role acts as a primary contact for Bureau personnel, both locally and remotely, ensuring efficient operations and adherence to various administrative protocols.

Key Responsibilities

  • Administrative Support: Collaborates with supervisors to implement and oversee established administrative management protocols for an organization with minimal subdivisions or dynamic administrative needs. Responsible for applying administrative policies, maintaining diverse systems, and managing travel requests using the E2 travel system. May require travel to temporary work locations as necessary.
  • Meeting Coordination: Attends meetings, organizes schedules, and takes comprehensive notes for staff requiring assistance.
  • Documentation: Drafts correspondence, recommendations, reports, and memoranda related to disability employment programs and issues. Provides advice and guidance to management and staff on administrative services.
  • Supply and Property Management: Aids in coordinating administrative tasks related to supplies, property management, and office relocations. Establishes and maintains systems for controlling the purchase and utilization of supplies.
  • Facility Services Management: Oversees basic requirements for managing services and supplies within an office environment. Ensures the operational needs for utilities and telecommunications are met, while also evaluating safety requirements and conducting inspections.
  • Program Planning: Engages in routine liaison tasks to support organizational planning. Assists in analyzing programmatic, budgetary, and fiscal data, monitoring expenditures, and preparing reports to ensure compliance with organizational standards.

Qualifications

A Bachelor's degree with a minimum of five (5) years of relevant experience, or an equivalent combination of education and experience is required.

Essential Skills

  • Administrative Management Knowledge: Comprehensive understanding of administrative management principles, including space management, travel, procurement, and human resources.
  • Communication Skills: Exceptional verbal and written communication abilities to effectively engage with staff and external contacts.
  • Organizational Skills: Strong capability to manage multiple tasks and maintain accurate records.
  • Analytical Skills: Proficient in analyzing policies and data to provide informed advice and prepare relevant documentation.
  • Technical Proficiency: Familiarity with office software and systems for managing databases and preparing reports.

Physical Requirements

This position primarily operates in an office setting, requiring regular sitting, use of hands for tasks, and occasional lifting of light objects. A valid CPR certification is necessary to ensure readiness in medical emergencies.

Compliance and Integrity: The role promotes a culture of compliance with all applicable regulations and encourages reporting of any violations or concerns.

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