Program Assistant-503680-A

The Program Assistant will be responsible for the efficient office administrative operations and functions. and liaison between other offices. The qualified candidate will serve as a liaison between offices and will be responsible for coordinating data calls, record keeping / reporting, travel schedules, conference room schedules and executing the day-to-day office operations.

Job Duties :

Administrative Tasks :

• Provide administrative and management support to senior management;
• Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed;
• Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed;
• Prepare and publish meeting agenda, travel arrangements, setup internal / external meetings / appointments, perform staff time and attendance and reporting, manage and secure classified / SBU documents;
• Process incoming / outgoing personnel checklist, arrange conference room scheduling, perform office supply management duties;
• Provide special event coordination, escort visitors, process visitor building access, answer and route incoming / outgoing phone calls;
• Process and track personnel leave requests, monitor and track motor vehicle fleet monthly usage mileage and gas expenses;
• Coordinate and respond to data calls, and assist bureau staff on special projects;
• Collect, compile and coordinate processing of the Weekly Activities Reports (WARs);
• Assist with program management activities within the bureau directorate;
• Perform travel coordination by preparing authorizations and making reservations for Government employees using E2 Travel Solutions application, as required;
• Record, draft and prepare meeting minutes, as required;
• Maintain, update and track multiple Outlook calendars and schedules;
• Track the annual employee performance evaluation reports and documents;
• Set-up the classified / unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (RIMC Directors) offices or missions abroad;
• Maintain proficiency in MS Office Suite, Visio, Outlook, and Project;
• Maintain expertise in managing SharePoint databases.

Program Support :

Requirements

Education and / or Experience :

OR

Knowledge, skills, and abilities :