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: TUV03080

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Job Summary:

Tuvli, an Akima company, is hiring for a Program Assistant to support our DoS client located in Washington, DC.

Job Responsibilities:

  • Serves as the Program Assistant in the Office of the Chief Economist (OCE). The incumbent reports to the OCE Chief of Staff (Executive Assistant) and through him/her, to the Chief Economist and Deputy Chief Economist.

  • Responsibility handling a wide array of administrative support, data management, and research tasks for the Chief Economist and all other office staff. Maintains all appropriate OCE electronic and paper records within the office and oversees the accurate and department requirements for archiving records. Ensures proper retention, filing, or disposition of all official correspondence and electronic records.

  • Reviews outgoing materials and correspondence for internal consistency and conformance with established procedures; assures that proper clearances have been obtained, when needed.

  • Under the guidance of the Chief of Staff, establishes standard operating procedures for the office in compliance with USG and DOS requirements. Advises and assists other OCE staff in understanding and following the standard procedure.

  • In consultation with OCE senior staff, manages the OCE SharePoint site and directs OCE staff in uploading and updating site content.

  • Screens telephone calls and reviews incoming mail and electronic correspondence. Determines necessary follow-up, either directly or by referring matters to the supervisor, another staff member, or other offices as appropriate.

  • Arranges building access for visitors and escorts, as needed.

  • May prepare and sign routine, non-technical correspondence in own or supervisor's name, as agreed with the supervisor.

  • Handles all routine OCE interfaces with S/ES-EX and with the Office of the Under Secretary for Economic Growth, Energy and the Environment (E) concerning administrative, travel, logistical, and IT support for OCE.

  • Orders office supplies and arranges for maintenance and repair of office equipment.

  • Manages the OCE office calendar and the personal calendar of the Chief Economist, Deputy Chief Economist, and other senior staff (if requested) including scheduling appointments and arranging meetings as needed.

  • Organizes representational events and facilitates public outreach by the Chief Economist or other senior staff to build OCE relationships with USG and foreign government counterparts, private sector experts, and other actors involved in international economic policy.

  • Timekeeping and submission of timesheets for all staff, including through proprietary program (using Web Tatel or latest version), must be done in an organized and timely manner.

  • Arranges travel for all office staff, including through proprietary program (using E2 or latest version): prepares travel authorizations and transportation request, reviews travel vouchers, and supports overseas and domestic travel for OCE; including obtaining reservations, tickets, passports, and visas. As required, prepares letter to officials of foreign embassies concerning visa requests.

  • Represents OCE at outside meetings as needed, and records and reports back on the proceedings.

  • Research duties may include gathering economic, financial, and trade information from databases (e.g., Trade Data Monitor, World Bank, IMF, Bloomberg, rating agencies such as S & P, Statista and Haver Analytics) and other research. This may include information on companies, price movements, or other economic activity in support of priority OCE research projects, under the direction of the staff economists. Summarizes results using tabular and graphical representation.

  • Processes data, prepares PowerPoint or other presentations, and produces graphs or other data visualizations, as needed (comfort with Excel, Tableau, Python and Stata preferred).

  • Prepare and proofreads reports, presentations, and other documents as needed.

  • Performs bibliographical searches and abstracts literature, as directed.

Minimum Qualifications:

  • Bachelor’s degree or equivalent required; training in economics strongly preferred; administrative/office management experience with good recommendation(s) required, with preference for prior experience within the Department of State.

  • Ability to work independently and professionally in managing office operations, handling urgent tasks, and resolving technical, administrative, and procedural problems.

  • Excellent oral communication skills and tact/discretion when interfacing with other offices and institutions is essential for position.

  • Strong ability and appetite to proofread written material also necessary.

  • Excellent customer service and multi-tasking skills required, including planning and management of meetings, conferences, and representational events.

  • Incumbent should enjoy a “team” environment and be comfortable collaborating with all staff colleagues.

  • Knowledge of the Microsoft Office suite and ability to learn use of economic databases required. Familiarity with basic economic principles and institutions required along with knowledge of, or willingness to learn, and ability to apply techniques commonly used in economics analyses.

  • Familiarity with Department computer systems, including WebTatel and E2 travel system, preferred.

  • Ability to assist senior staff in researching and evaluating economic policy issues and developing written products, presentation materials, and data visualizations strongly preferred.

  • Active Secret Clearance.

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