Program Support Assistant

Overview

The Office of Policy, Planning, and Resources for Public Diplomacy and Public Affairs' Research and Evaluation Unit (R/PPR/REU) requires a Program Support Assistant.

Responsibilities

• Manages the calendars and schedules for the R/PPR/REU Office Director and Deputy Director.
• Makes administrative arrangements for conferences and meetings, apprises participants of necessary details, and ensures that all references and background documents are available.

• Schedules conference rooms using automated tools, in coordination with R/PPR, ECA-IIP/EX and other offices. Ensures that all technical requirements for computer systems, video conferencing and or/teleconferencing are arranged in advance.
• Coordinates with IRM for provision of computer equipment and software for staff, including trouble tickets and follow-up. Ensures proper planning for provision of new equipment for new full-time or temporary staff.
• Processes incoming and outgoing materials including correspondence, reports, memoranda, and other written communications.
• Edits letters, composes reports, reviews correspondence for accuracy and completeness, prepares presentation outlines, develops standard or form letters, and replies to inquiries. Develops background information and prepares outlines for the supervisor's briefings, papers, and correspondence/reports.
• Prepares varied documents such as newsletters, brochures, flyers, special reports, briefings, manuals, etc. using desktop publishing which involve integrating and laying out text and graphics on a page; adjusting the size of charts, graphs and pictures which entail the use of multiple styles and sizes of type. Applies publishing capabilities to enhance presentation of data, briefings, changing tables to graphs, adding boxed explanatory text to graphics, highlighting/shadowing material, superimposing graphs with other graphs or clip art, importing graphics into narrative text, etc.

• Handles time and attendance for all R/PPR/REU FTE employees. Receives timesheets and compiles a master list of hours worked and vacation, sick, and travel leave. Maintains an electronic whereabouts calendar detailing employee status including leave and travel.
• Provides liaison on behalf of the Office Director and Deputy Director with other managers and staff in other R Family offices and Department bureaus and provides accurate advice and information on R/PPR procedures, reports, requirements, and other related matters.
• Posts and maintains content on R/PPR SharePoint site. Maintains internal files in accordance with R/PPR standards.
• Advises the supervisor of important issues arising during his/her absence from the office and brings significant items in reports, files, and correspondence to their attention.
• Arranges travel for the Office Director and Deputy Director. Secures travel and hotel reservations and prepares vouchers upon traveler's return.

• Acquires and monitors the usage of services, supplies, and equipment for the office. Provides information and assistance to Office staff in the purchase of services, supplies, and equipment. Coordinates purchases. Reviews trends and patterns in the use of supplies, services, and equipment and informs the supervisor of any unusual activity.
• Maintains an orderly and adequate level of supplies at all times. Coordinates with the EX as necessary on all supplies, repairs, and general office maintenance requirements.
• Fills in for other office support staff as necessary. Trains and instructs new employees on governing procedures, regulations, and policies.

Qualifications

• Knowledge of administrative management and organization principles, concepts, methods, and practices to provide a variety of administrative support functions that contribute to the smooth and efficient operation of the Office.
• Knowledge of applicable Department of State administrative rules, regulations, policies, and procedures, particularly concerning time and attendance, document clearances, and travel, to ensure compliance with applicable requirements.

• Ability to interact effectively with individuals at various levels to provide advice, information, and assistance.
• Ability to work cooperatively in a team environment in order to meet the demands associated with a high volume, results-driven office.
• Ability to plan, organize, and prioritize work to efficiently accomplish multiple, concurrent assignments with tight deadlines.
• Skill in the use of the Microsoft Office suite (Outlook, Word, Excel, PowerPoint) in order to prepare, present, and exchange program information.
• Ability to communicate effectively, both orally and in writing, to provide information and assistance, draft a variety of written documents, explain policies and procedures, and establish and maintain liaison.