Senior Program Officer 9 - Tatitlek Technologies, Inc.

Job specifications are intended to present a descriptive list of the range of duties performed by employees. Specifications are not intended to reflect all duties performed within the job.

The Bureau of Education and Cultural Affairs (ECA) requires a Senior Program Officer to provide a variety of administrative services to support its Senior Leadership staff in the ECA Front Office, predominantly staffing the Assistant Secretary of State. Support includes, but is not limited to, routine office administrative functions, executive travel arrangement, time and attendance, event planning, space management, and others. Exceptional organizational skills and the ability to prepare senior principals for a vast array of meetings, engagements, and events is required. Expert knowledge on Department of State systems such as e2 travel, Tatel, ILMS motor pool, etc. is required.

The Senior Program Officer will be physically located in the ECA Front Office in SA-5 (2200 C Street, NW, Washington, DC) and is not telework eligible. The primary responsibility of the Senior Program Officer will perform a broad spectrum of office management tasks, managing the Assistant Secretary's calendar, preparing the Assistant Secretary for meetings, tasking correspondences in coordination with the ECA Executive Secretariat for the Assistant Secretary's meetings, arranging special meetings and briefings with senior diplomats from across the globe, facilitating travel and vouchers, and coordinating administrative requirements. This position requires an individual who takes initiative, analyzes and sets priorities, synthesizes and presents information clearly and concisely, identifies office needs, and resolves most problems independently. Also, the Senior . Program Officer will generate and synthesize the new policies by gathering the information, sending out taskers, and following through with programming meetings with the Special Advisor and the Assistant Secretary. The ideal candidate should have extensive experience managing senior principals, be an expert in Department of State administrative systems, and have the ability to juggle a multitude of requirements simultaneously. The Senior Program Officer is a key member of the ECA/FO team and works closely with the Assistant Secretary's staff, in coordinating bureau operational needs and principal attendance at events.

The candidate for Senior Program Officer must be detail oriented, have outstanding customer service skills, and the ability to adapt to high paced work atmosphere. The ideal candidates will be responsive, have strong communication skills, arrive to work consistently on time, possess an aptitude sense-making, and have outstanding organizational skills.

The Senior Program Officer will be working with a staff that is responsible for forming and facilitating the Bureau's mission, communicating with Department leadership, and connecting with diplomatic posts around the world. They must be able to interact with high level Executives as well as Senior Diplomats.

The ideal candidate would have the following qualifications:

• Experience providing administrative support directly to Deputy Assistant Secretary (DAS) level and above.
  • Duties such as submitting IT support requests, booking and scheduling rooms, scanning/emailing/copying, printing and assembling documents.
  • Manages Contact List and updates contact details.

• Works directly with ECA Front Office staff on sensitive and complex domestic and foreign executive travel and provides e2 support.
  • Provide draft itineraries for review
  • Make changes to itineraries and review for accuracy
  • Ensure adherence to guidelines for travel for FTEs and Contract staff to include ensuring COR approval of all contractor travel prior to processing
  • Process travel in the department's online travel system (e2)
  • Make phone calls to the department's travel agency
  • Assist in obtaining diplomatic passports
  • Obtain necessary visas for official staff travel
  • Support to close out travel vouchers
  • Support to obtain reimbursements
  • Ensures executive travel orders remain with estimated budgets
  • Provide data to management for reports on travel costs
  • Some local travel may be required
  • Evaluate findings based on briefings and additional information obtained from other sources
  • Participate in the development of a final report documenting what was explored plus recommendations if lessons or best practices are identified

• Facilitates briefing papers and briefing books in preparation for a vast array of meetings
• Coordinates and staffs high-level diplomatic meetings, including with ministers of foreign countries. Prepares the Assistant Secretary for who is attending events, and has situational awareness to diagnose when situations arise that may be problematic.
• Opportunities to staff FO principals at representational evening events. Includes briefing in advance of event, coordinating logistics, taking photos, event follow-up.
• Responsible for ECA/Front Office's Time & Attendance
• Drafts and edits written materials such as correspondence, memorandum, newsletters, and briefing papers.
• Provides support for bureau projects and/or activities.
• Prepare for and coordinate senior-level visits and high-level meetings and events; to include liaison engagements. Ensure arrangements for security clearances, VIP parking, and building accesses. Assist with researching and preparing background information on attendees; develop meeting agendas.Manages Assistant Secretary's calendar and serves as lead coordinator on scheduling meetings, reservations for events, booking motor pool and transportation, confirming attendees, helping to track briefing materials, sending events to Public Affairs for the Public Schedule, and requesting photographers or other social media support for meetings.
• Staffs the Front Desk and is responsible for answering the door and ensuring all visitors are properly badged or escorted, receives phone calls and visitors to the Front Office, including providing access, and escorting visitors and cleaning crew as needed.
• Manages the front office conference room schedule, coordinating with staff across the bureau on availability and use.
• Maintains Office supply and equipment inventory and orders supplies and business cards for the Front Office and its staff.
• Orders representational gifts and processes gifts received.
• Receives correspondence and other incoming mail and documents for the Front Office and distributes accordingly.
• Has the ability to answer/resolve routine questions and issues regarding Front Office and/or Bureau processes and procedures.
• Helps to coordinate representational events and conferences, including planning, budgeting, set-up/tear-down, coordinating and recruiting volunteers, working on graphics and providing onsite support.
• Review and analyze requests and make independent decisions concerning controversial issues and priorities regarding the Assistant Secretary's schedule.
• Relieve the Assistant Secretary of many complex management and administrative problems.
• Other duties as assigned by Front Office staff.

• Eligible to obtain and maintain a SECRET security clearance.
• Experience arranging and coordinating meetings and travel for high-ranking government officials or top-level business executives
• Experience maintaining calendars and schedules for multiple officials
• Experience providing administrative service to high-ranking government officials or top-level business executives
• At least 2-3 years of experience with State Department's time and attendance systems, Federal travel regulation, Ariba, and e2 solutions
• Strong written and oral communications skills
• Possess excellent organizational and follow-up skills.
• Ability to multitask in a fast-paced, high-volume work environment
• Solid Microsoft Outlook, Excel, Word, and PowerPoint skills
• Experience with social media forums and the ability to learn online collaborative tools
• Excellent customer service skills
• 3-5 years of professional experience is required

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential functions may require maintaining physical condition necessary for frequently bending, stooping, sitting, walking or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with the opportunity to move about. Occasionally there may be a need to move or lift moderately light items up to 35 pounds. Near visual acuity to review written documentation; ability to hear and understand speech at normal room levels and on the telephone; manual dexterity to operate a telephone and keyboard; lift horizontally and vertically.

Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse and multi-line telephone system. The noise level in the work environment is usually moderate.

None.

As a condition of employment, must pass a pre-employment drug screening, as well as have acceptable reference and background check results.

The Tatitlek Corporation gives hiring, promotion, training and retention preference to Tatitlek shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

As an equal opportunity employer, The Tatitlek Corporation recognizes that our strength lies in our people. Discrimination and all unlawful harassment, including sexual harassment, in employment is not tolerated. We encourage success based on our individual merits and abilities without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, disability, marital status, citizenship status, military status, protected veteran status or employment. We support and obey laws that prohibit discrimination everywhere we do business.