Program Support Assistant

Overview:

The Office Administrator/Program Support Assistant reports directly to OES/ATL personnel.

The Office Administrator shall work directly with the OES/ATL team at the U.S. Department of State (DoS) to provide logistical, administrative, and programmatic support to advance U.S. foreign policy goals pertaining to Atlantic cooperation.

Responsibilities:

• Carry out special assignments that require a high degree of tact and diplomacy and require knowledge of Bureau and State Department procedures.
• Maintain OES/ATL calendar and schedule meetings, both internally and externally, and speaking engagements.
• Ensure time and attendance on Web Time and Attendance via Telecommunications (Web TATEL aka TATEL) is accurate for OES/ATL
• Serve as the Travel Arranger for the OES/ATL individuals, as necessary, including preparing travel authorizations, obtaining visas and making
• reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers; and uploading receipts.
• Maintain business contact lists and track consultation read-
• Support events and conferences, including:
• Arrange conference services for interagency and international meetings, including by pre-clearing visitors into the building, scheduling conference rooms; verifying participation and helping escort visitors; creating name tent cards; assembling briefing books; making lunch or refreshment break reservations.
• Coordinate with protocol, the General Services Management office, conference room coordinators, Facilities Management office, 8th floor managers, and caterers.
• Coordinate with EX on funding, including representational
• Manage event invite and access lists and deadlines, tracks event participation and guest lists using best available technology
• Bring new innovation and tools to event
• Find venue space and contacts for
• Coordinate logistics, materials, and program management
• Apply editorial skills and knowledge in proofreading and edit completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
• Assist in developing and maintaining OES/ATL presence on the Bureau SharePoint website.
• Manage OES/ATL taskings; proofread and properly format papers submitted for FO review.
• Provide courteous and responsive service to visitors and callers, including by answering the phone and buzzing visitors into the suite, and escorting visitors for the OES/ATL and others as appropriate within the building.
• Run occasional errands, related to State Department business, as well as photocopying and faxing documents.
• Make repair, cleaning, and physical maintenance requests, as
• Provide escort to building support staff (e.g. Janitorial, ), as appropriate.

Qualifications:

• Exercising independent judgment and professionalism in performing and

• Arranging staff travel through the E2Solutions travel management software.
• Scheduling meetings and ensuring appropriate calendar accuracy.
• Supporting events and conferences.
• Making recommendations to promote efficiency and productivity and fulfill

• General word-processing and other office support functions.

AAP/EEO Statement:

DNI complies with all federal, state and local laws designed to protect employees and job applicants from discrimination based on race, religion, color, sex, parental status, national origin, age, disability, genetic information, military service, or other non-merit-based factors.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.