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Junior Program Assistant
Highlight, Washington, District of Columbia, us, 20022
Overview
This position is located in USAID’s Bureau for Inclusive Growth, Partnerships, and Innovation (IPI), in the Office of Administrative Management Services (IPI/ AMS). IPI/AMS manages the core human resources and administrative management services functions of the Bureau. AMS advises Bureau leadership on strategic planning and workforce-management and identifies opportunities to gain efficiencies and improve operations.
The AMS Office has two Divisions: The Staffing and Workforce Management Division is responsible for managing recruitment and personnel actions for IPI, across multiple direct and non-direct hire mechanisms and the Logistics and Operations Division is responsible for managing all non-personnel matters for IPI including the AMS Office's OE and Program budgets, COOP, Space Management, Security and IT requests.
The incumbent provides general support to office programming, to include maintaining time and attendance records, administrative tasks, scheduling meetings and events, preparing and tracking program documents and correspondence, researching and ensuring compliance with rules and regulations, and providing customer service to diverse stakeholders. The Program Assistant may support one or more office awards or workstreams, helping to manage complex relationships and coordinate activities across one or more teams.
Responsibilities
Participates in and is the notetaker at staff meetings, and other relevant meetings as requested.Assists in drafting, tracking, and finalizing correspondence, official briefing documents and other types of documents related to project and team management or operation, including executive and/or congressional correspondence, and coordination of regular email correspondence and updates to USAID staff, partners, and other contacts from USAID databases.Maintains calendars and schedules appointments for the management team based on the knowledge of their activities, regularly scheduled meetings, and ad hoc meetings.Reserves conference rooms or other appropriate facilities, prepares agendas, notifies participants, sets up needed equipment and assembles relevant background and informational materials.Receives and directs inquiries (through email, phone, in-person, and other channels) to appropriate staff members.Routes communications, including clearance of official correspondence, with bureaus and other operating units and responds to routine requests for information.Coordinates clearance process for documents requiring clearance by management.Supports and maintains shared team email in-boxes and team list-serves.Maintains subject and/or project files (electronic and hard copies) for correspondence, program documents, and reports. Prepares files for storage or destruction as appropriate.Assists in on-boarding new staff members and familiarizing them with office standards and procedures and/or participating in their on-the-job training.Receives, tracks, and controls incoming actions, ensuring compliance with regulations and deadlines.Assists with travel scheduling, vouchering, and reporting (in alignment with USAID processes and systems).Provides backstopping support to other office support staff on an as-needed basis.Assists by making photocopies, sending emails, and maintaining schedules as necessary.Prepares packages for courier pickup.Maintains address, telephone, file and receives, escorts, and announces visitors.Performs other duties as assigned.
Qualifications
Up to three (3) years relevant experience with an Undergraduate (BA/BS) degree.Ability to conduct administrative and managerial duties with professionalism, minimal supervision, the highest level of confidentiality, and assertiveness.Proficiency in use of computer programs: Google Suite (GMail; Docs, Sheets, Slides, Calendar, Groups, Spaces, and Chat); Microsoft Office (Word, Excel, PowerPoint, SharePoint, Outlook).Highly organized, efficient, and detail oriented.Ability to juggle competing priorities.Ability to obtain and maintain a Secret Clearance.
Estimated Schedule:
Remote work eligibleFull-time 40 hrs
Place of Performance:
Washington, DC and offsiteTravel - Limited International and Domestic Travel
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This position is located in USAID’s Bureau for Inclusive Growth, Partnerships, and Innovation (IPI), in the Office of Administrative Management Services (IPI/ AMS). IPI/AMS manages the core human resources and administrative management services functions of the Bureau. AMS advises Bureau leadership on strategic planning and workforce-management and identifies opportunities to gain efficiencies and improve operations.
The AMS Office has two Divisions: The Staffing and Workforce Management Division is responsible for managing recruitment and personnel actions for IPI, across multiple direct and non-direct hire mechanisms and the Logistics and Operations Division is responsible for managing all non-personnel matters for IPI including the AMS Office's OE and Program budgets, COOP, Space Management, Security and IT requests.
The incumbent provides general support to office programming, to include maintaining time and attendance records, administrative tasks, scheduling meetings and events, preparing and tracking program documents and correspondence, researching and ensuring compliance with rules and regulations, and providing customer service to diverse stakeholders. The Program Assistant may support one or more office awards or workstreams, helping to manage complex relationships and coordinate activities across one or more teams.
Responsibilities
Participates in and is the notetaker at staff meetings, and other relevant meetings as requested.Assists in drafting, tracking, and finalizing correspondence, official briefing documents and other types of documents related to project and team management or operation, including executive and/or congressional correspondence, and coordination of regular email correspondence and updates to USAID staff, partners, and other contacts from USAID databases.Maintains calendars and schedules appointments for the management team based on the knowledge of their activities, regularly scheduled meetings, and ad hoc meetings.Reserves conference rooms or other appropriate facilities, prepares agendas, notifies participants, sets up needed equipment and assembles relevant background and informational materials.Receives and directs inquiries (through email, phone, in-person, and other channels) to appropriate staff members.Routes communications, including clearance of official correspondence, with bureaus and other operating units and responds to routine requests for information.Coordinates clearance process for documents requiring clearance by management.Supports and maintains shared team email in-boxes and team list-serves.Maintains subject and/or project files (electronic and hard copies) for correspondence, program documents, and reports. Prepares files for storage or destruction as appropriate.Assists in on-boarding new staff members and familiarizing them with office standards and procedures and/or participating in their on-the-job training.Receives, tracks, and controls incoming actions, ensuring compliance with regulations and deadlines.Assists with travel scheduling, vouchering, and reporting (in alignment with USAID processes and systems).Provides backstopping support to other office support staff on an as-needed basis.Assists by making photocopies, sending emails, and maintaining schedules as necessary.Prepares packages for courier pickup.Maintains address, telephone, file and receives, escorts, and announces visitors.Performs other duties as assigned.
Qualifications
Up to three (3) years relevant experience with an Undergraduate (BA/BS) degree.Ability to conduct administrative and managerial duties with professionalism, minimal supervision, the highest level of confidentiality, and assertiveness.Proficiency in use of computer programs: Google Suite (GMail; Docs, Sheets, Slides, Calendar, Groups, Spaces, and Chat); Microsoft Office (Word, Excel, PowerPoint, SharePoint, Outlook).Highly organized, efficient, and detail oriented.Ability to juggle competing priorities.Ability to obtain and maintain a Secret Clearance.
Estimated Schedule:
Remote work eligibleFull-time 40 hrs
Place of Performance:
Washington, DC and offsiteTravel - Limited International and Domestic Travel
#J-18808-Ljbffr