Program Analyst III (Special Assistant)

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JOB TITLE: PROGRAM ANALYST III (SPECIAL ASSISTANT)

Security Clearance: Active Secret Security Clearance Required
Location: Department of State Headquarters, Washington DC
Work mode: Onsite Monday - Friday
The Program Analyst serves as the Director of Foreign Assistance’s primary scheduler and executive assistant, while also providing support to technical staff, for the effective administration of the Front Office. In addition to administrative functions, the Program Analyst could be called upon to performs a variety of both complex and analytical duties. These duties could range from routine tasks such as maintaining program files, to more complex analytical type tasks such as collecting, compiling, and analyzing data for various program documents and designing and maintaining spreadsheets in support of financial tracking systems. The Program Analyst will work closely with the team and provide input on related technical and managerial issues. The program analyst may also work with other members of the team to assist in areas such as country-specific portfolios, overall administrative support, and other duties. The Program Analyst ranks tasks in order of importance and impending deadlines and handles several tasks simultaneously. To perform this job successfully and perform each essential duty satisfactorily, an individual must be detail oriented, a flexible team player, and capable of accurately tracking fast moving events. . Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual must develop a working knowledge of USAID/State policies and guidelines, as well as corporate practices and procedures. The individual is expected to become familiar with office/division technical issues and policies. The position is eligible for situational telework.
Duties and responsibilities include, but are not limited to, the following:

QUALIFICATIONS, EDUCATION AND/OR EXPERIENCES:

• The position requires a bachelor’s degree and a minimum of three years of relevant professional experience or the equivalent combination of education and professional experience or high school diploma and at least five years of professional office experience.
• Requires proficiency in the use of Microsoft Office with an emphasis on Outlook email and calendaring, Excel spreadsheets, PowerPoint, Word, and Internet applications.
• Experience in the use of database applications and presentation software is desirable.
• Candidates must have strong attention to detail and organizational skills.
• The individual must be able to handle several tasks simultaneously and work quickly to meet competing deadlines.
• Experience in project administration and management procedures preferred.
• Applicants selected must currently hold an active “Secret” security clearance.
• Work mode: On site Monday – Friday.Salary Range: $90,000 - $100,000 annually

PRIMARY DUTIES

1. Arranges and confirms appointments on behalf of the Front Office. Specifically prepares and tracks the Director’s daily schedule and initiates virtual meetings, as needed.
2. Liaises with the front offices of senior U.S. officials and internal staff to ensure the smooth execution of the Director’s schedule and to coordinate the Director’s participation in group meetings involving other senior principals
3. Serves as primary receptionist of Front Office, to include answering and directing phone calls, receiving visitors meeting with the Director, and escorting non-cleared personnel through the office to ensure proper access control.
4. Leads management of the Front Office’s administrative requirements, including by arranging logistics of domestic and international travel, documenting/filing/reconciling official expenses, monitoring/ordering office supplies, and/or organizing necessary maintenance and facilities work, using State Department proprietary software, as appropriate.
5. Maintains current contact databases and organizational charts for the Director’s effective engagement with the Department, other agencies, and non-governmental contacts.
6. Maintains an orderly filing system and ensures that official records produced by the Front Office are maintained in accordance with the Federal Records Act.
7. Collaborates with other Front Office staff to compile preparatory materials for the Director’s daily engagements.

SECONDARY DUTIES (TO BE PERFORMED AS REQUESTED)

1. Works closely with partner bureaus and offices throughout the department, as well as with external agencies and organizations, to facilitate communication and planning.
2. Coordinates or makes updates to public and internal websites.
3. Coordinates development of and enhancements to administrative, financial tracking or performance management systems.
4. Participates in relevant technical and managerial meetings for the purpose of assisting the Director in management duties.
5. Assists technical staff in the preparation of various program documents and correspondence such as memos and waivers, amendments, project authorization documents, congressional notifications, technical notifications, and requests, ensuring that all documentation is complete and in compliance with USAID/State rules, regulations, and standards.
6. Works with USAID and State staff on general management-related activities.
7. As requested, provides short term backstopping support as requested for technical staff.
8. Performs other duties as assigned.