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Program Assistant – Washington, DC (ID#13671)

**Active Secret clearance required**

This position will provide support services for The U.S. Department of State Bureau of South and Central Asia Affairs (SCA) which deals with U.S. foreign policy and U.S. relations with the countries of Afghanistan, Bangladesh, Bhutan, India, Kazakhstan, Kyrgyzstan, Maldives, Nepal, Pakistan, Sri Lanka, Tajikistan, Turkmenistan, and Uzbekistan.

Essential Duties and Responsibilities:

  • Receives, schedules, refers calls and visitors from the public, Department, and other agency personnel as appropriate. Handles and independently develops scheduling and appointment requests on behalf of Post Management Officers (PMOs) and senior officials, including ambassadors, and fully coordinates and confirms all appointment elements with appropriate staff and/or correct offices and/or officials.
  • Schedules appointments for PMOs and makes commitments for them to attend meetings, luncheons, etc. Reserves rooms and telephone and video conference lines, sends appointment invitations, confirmations, reminders, and updates all parties when changes are necessary. Drafts and updates detailed consultation schedules for visitors and SCA customers, including incoming ambassadors and other senior leaders, sharing the constantly-updated schedules with appropriate stakeholders.
  • Facilitates travel of SCA staff by coordinating passport and visa applications, travel authorizations, country clearance requests, travel vouchers and related paperwork in support of PMOs’ and customers’ temporary duty (TDY) travel to SCA posts. These elements require knowledge of multiple systems (e2, ECC, etc.) as well as U.S. and Department of State travel regulations. The ideal candidate would have experience with these systems upon arrival, but would be expected to learn them on the job if not already familiar with the systems. Maintains close professional contacts with SCA desk officers and the SCA Front Office in support order to facilitate urgent passport and visa requests as necessary.
  • Executes small projects, such as compilation of data, organization of large meetings. ? Has the ability to significantly contribute to developing and executing small projects. Independently completes project, or responsibility-related, tasks seeking guidance when needed. 
  • Develops and maintains professional relationships with counterparts and contacts in other State Department offices, including the desk officers of all SCA countries, in order to facilitate meeting management and problem-solving.
  • Prepares memoranda for senior Department officials in support of various management- and operations-related issues. Tracks and supports clearance of those memoranda as necessary. Coordinates with other parties as necessary to facilitate all lateral clearances required for memo approval.
  • Facilitates processing of official photo shoots for senior officials as well as badge renewal requests for authorization by SCA/EX officers as necessary
  • Facilitates a smooth and warm welcome (introduction and onboarding) for new PMOs and other SCA staff who join the office, either temporarily or more permanently.
  • Assists other EX staff in coordinating requests, orders, and receipt of administrative and desk supplies in the office.

Mail, Correspondence, and Reports:

  • Processes/reviews all incoming and outgoing letters, memos, and related correspondence.
  • Prepares reports, memoranda and other forms of written communication. Composes and edits letters, reports, and general office memoranda for publication/distribution on behalf of the seven SCA PMOs. Prepares public presentation outlines at the direction of supervisors and keeps presentations current; develops standard or one-of-a-kind letters in response to inquiries.
  • Represents the office and takes notes at in-person, telephonic, and video meetings, summarizing key points, identifying issues of particular interest to the office, and following up for clarification when needed.
  • Has excellent writing skills with a demonstrated ability to create flawless drafts of emails, notes, summaries, and memorandum that are consistently formatted, free of grammatical and typographical errors.
  • Attends meetings with multiple offices and has the ability to digest, process, and provide clean, clear, concise written and oral summaries of complex subject matter, producing draft e-mails, notes, summaries, and memoranda from scratch.
  • At PMOs’ direction, and in coordination with overseas Department of State staff, drafts correspondence, cables, action memos, and appointment requests for ambassadors and other embassy leadership to meet with senior Department officials when they come to Washington, DC on official business.
  • Maintains accurate email distribution lists for SCA Embassy Front Offices and Management Officers overseas, PMOs in EX, EX clearances, and taskers. Maintains accurate PMO-related rosters, organizational charts, tasks forces, and lists.
  • Coordinates PMO document-control management and archives on SharePoint and office shared drives. Has demonstrated ability to quickly learn other proprietary office systems for the purposes of knowledge management and to facilitate the clearance process of formal memoranda within the Department.
  • At PMO direction, sends e-mail requests for information to various offices and overseas embassies in support of maintaining up-to-date information and files. 
  • Independently handles the professional production and collation of hard copies of bureau documents for VIP customers, including ambassadors. Assists PMOs in compiling and obtaining clearances for briefing materials for the interagency, seventh floor principals, the SCA Front Office, Congressional Delegations, the OIG, GAO, and other high-level visitors. Assists PMOs to research answers to specific bureau questions.
  • Work with PMOs and embassy officers to review regular reports and data sources to analyze trends in management, operations, and budgets. (Specific training is available to develop this skill.)
  • Maintains office files, electronic or hardcopy, as required

Education and Qualifications:

  • Excellent oral and written communication skills. Be proficient in formatted draft and final documents. Experience with interacting with senior officials.
  • Is detail-oriented and has a customer-focused approach.
  • Takes initiative, works proactively, engages with office mates and others to accomplish work requirements. 
  • Possesses ability to work under pressure on tight or short deadline.
  • Thorough knowledge of standard Microsoft Windows software suite, and related computer-based programs.
  • Active Secret clearance

We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you’d like more information about your EEO rights as an applicant under the law, please visit the following two sites:

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may e-mail for assistance. This email address is for accommodation requests only and cannot be used to inquire about the application process or status.

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