Program Assistant

Washington, DC
Work Type: On-Site
  • Job Category: Office & Administrative Support
  • Travel: Yes, 25 % of the Time
  • Clearance: SECRET
  • Shift: Day Job
  • Req ID: TUV03005

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Job Summary:

Tuvli is looking for a Program Assistant to work in Washington, DC. To join our team of outstanding professionals, apply today!

Job Responsibilities:

  • Receives, schedules and refer calls and visitors from the public and other agency personnel as appropriate. Handle requests on behalf of office staff; Refer requests they cannot answer to appropriate staff or to correct office or official. Schedule appointments for staff members or immediate supervisors and make commitments to attend meetings, luncheons, etc.

  • Responds to administrative problems brought to the supervisor's attention by member of the staff or management officials, as well as independently resolves issues in area of responsibility. Prepares responses to inquiries for information, addresses telephonic inquiries, and works to ensure basic information is available on websites.

  • Maintains the Director and Deputy Directors calendars and appointments; establishes priorities and assures obligations met; arrange for meetings and conferences and inform participants. Compiles files/supporting documents on topics to discuss.

  • Prepares travel authorizations for Director or staff member as requested. Prepares trip itineraries, obtains travel expense estimates (MI&E cost, taxis, Hotel, cost, etc.; prepares travel authorization requests. Upon return, work with Director or staff member to prepare reimbursement travel voucher. Follow up with Travel to ensure all travel documents have been submitted properly and on time.(i.e. within 5 days). Use E2 Solutions to make travel arrangements.

  • Executes small projects, such as compilation of data or organization of large meetings/events. Independently completes projector responsibility- related task.

  • Develops and maintains contacts in other offices in order to facilitate meeting management and problem solving.

  • Serves as timekeeper designate for the Office to include maintaining Time and Attendance (T&A) for commonly used pay plans and types of leave; verifying the allow ability of various hours changed on T&A reports; reviewing the reports for appropriate signature, initials and required supporting documentation; and, advising supervisors of discrepancies, and correcting actions as needed.

  • Assists the office by performing duties related to supply management and procurement.

  • Prepare reports, memoranda and other forms of written communication. Composes and edits letters, reports, and general office memoranda for publication/distribution on behalf of the Director or senior level officer. Prepares public presentation outlines at the direction of immediate supervisors; develops standard or one-of-a-kind letters in response to inquiries. Signs routine correspondence and certain procedural authorizations on behalf of the supervisor as directed. Screens publications and brings to the supervisor's attention articles of particular interest that affect Office programming.

  • Reviews work products submitted to the Director, Deputy Directors or other senior personnel for completeness, compliance with formatting requirements, conformity to policy guidelines and appropriate appearances.

  • In the supervisor's absence, maintains a file of correspondence and events of which the supervisor should know about and upon their return, brings such matters to their attention.

Minimum Qualifications:

  • Active Secret Clearance.

  • High school diploma required and three or more years of professional work experience.

  • Knowledge of Department of State management operations.

  • Experience as a secretary/office manager working under pressure or short deadlines.

  • Knowledge of data sharing systems (i.e., SharePoint).

  • Working knowledge of personal computers and general administrative practices, including extensive experience and ability in working properly with classified and unclassified computer data base, operation and knowledge of Excel, Microsoft Windows, PowerPoint and related computer-based programs and the ability to prepare e-mails, notices, reports, etc. from scratch.

  • The work described herein is primarily sedentary, performed in an office setting. There are no unusual physical demands.

  • Ability to solve problems and encourage consistent, solid performance.

  • English language (written and spoken) communications skills.

  • Ability to manage multiple tasks, coordinate activities in multiple locations, act decisively in daily work, and work well in a multi-cultural team environment.

  • Strong organizational, communication, interpersonal, and computer skills.

  • Ability to work independently to assess priorities and manage daily coordination of details with minimal supervision.

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