The Bureau of Educational and Cultural Affair’s Front Office (ECA/FO) has a requirement for a full-time staff member providing support services as a Junior Program Officer.
To provide contract support to ECA/FO in the conduct of a number of office management roles that directly and indirectly assist a team of Civil and Foreign Service Officers who work on an array of policy-related issues, events, and activities on behalf of the Department of State’s Bureau of Educational and Cultural Affairs. The work of the office includes close engagement with all Bureau Program Offices, Department of State Regional and Functional Bureaus and Posts, as well as the interagency arena. It is a high tempo office.
Job Duties:
- Support ECA/FO personnel and office by maintaining and coordinating calendars, coordinating and requesting meetings, tracking and responding to external event invitations, courtesy calls, scheduling consultations for outgoing Public Affairs professionals, escorting visitors, preparations for meetings, arranging travel, and processing expense vouchers;
- Support official events (including, but not limited to, supporting official receptions welcoming Chiefs of Mission and Public Affairs Officers) which may include: planning events, tracking event budget and expenses, requesting or monitoring event supplies, coordinating event attendance, maintaining event guest lists, receiving and recording visitors, and serving as event control officer;
- Prepare written materials to include, but not be limited to facilitating agendas and follow-up from meetings, processing meeting notes, processing information requests, and maintaining procedure manuals;
- Support the management of office staff through the editing of position descriptions, the tracking performance reviews, participating on committees, maintaining databases, reporting time and attendance, maintaining leave information, and supporting temporary duty staff.
- Support information technology and records management by maintaining document tracking systems, using travel systems, using an electronic message delivery system, maintaining biographic data, maintaining files, and supporting other electronic record systems as needed; and
- Managing the office to assist in supporting emergency response processes, ensuring the security of classified and sensitive information, submitting work orders, tracking office equipment maintenance, requesting supplies, answering phones, and distributing mail.
Requirements
- Experience working with multiple U.S. federal agency and embassy programs and personnel.
- Experience working with federal, non-governmental, and international organizations on international exchange and training programs, including knowledge of practices, challenges, and issues.
- Experience with event coordination.
- Experience with standard federal office system, processes and guidelines.
- Facility with standard software, including the Microsoft Office Suite (Word, Excel, Access, PowerPoint, SharePoint) and an ability to learn and work with other software and database applications, as needed.
- Experience and/or strong working knowledge of travel, message delivery, electronic records management, and other information management data and/or database systems
- Strong, timely and precise organizational skills and multi-tasking abilities.
- Strong critical, creative thinking, and analytical skills.
- Strong editing and proofreading skills.
- Strong written and oral communication skills.
- Strong ability to work independently, with minimal supervision, and multi-task in a high volume, and, occasionally, very fast-paced work environment.
- Flexible, team-oriented approach to work.
- Excellent ability to build and maintain strong working relationships with colleagues and clients.
- Maintain an active Secret security clearance
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.