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$40/hr–$45/hr
Full-time
high school
SCA Health & Welfare Fringe Benefits, Telemedicine, Dental Insurance, Vision Insurance, EAP, Basic Life Insurance
Posted 14d ago
Apply by Jul 22
~40 hrs/week
Responsibilities
The Program Assistant manages efficient office administrative operations, providing high-level support to senior management and coordinating liaison activities between offices. Key duties include managing travel schedules, executing day-to-day office functions, and preparing executive documentation and reports.
Requirements
Candidates must have a high school diploma and at least five years of office experience supporting high-level officials or four years of related technical experience. An active Secret clearance and proficiency in Federal Travel Systems (E2/EZ) are required.
Full job description
Overview
The Work
The Program Assistant will be responsible for the efficient office administrative operations and functions and the liaison between other offices. The qualified candidate will be responsible for coordinating data calls, record keeping/reporting, travel schedules, conference room schedules and executing the day-to-day office operations.
Responsibilities
Key Responsibilities
Office Administration:
Provide administrative and management support to senior management.
Review, edit, draft, and prepare executive documentation, letters, memorandums, interoffice communications, confidential reports and other correspondence, as needed.
Review internal and external communications for consistency and distribute approved documentation to appropriate personnel, as directed.
Prepare and publish meeting agenda, travel arrangements, setup internal/external meetings/appointments, perform staff time and attendance and reporting, manage and secure classified/SBU documents.
Provide special event coordination, escort visitors, process visitor building access, answer and route incoming/outgoing phone calls.
Process and track personnel leave requests, monitor and track motor vehicle fleet monthly usage mileage and gas expenses.
Coordinate and respond to data calls; assist bureau staff on special projects.
Collect, compile and coordinate processing of the Weekly Activities Reports (WARs).
Assist with program management activities within the bureau directorate.
Perform travel coordination by preparing authorizations and making reservations for Government employees using E2 Travel Solutions application, as required.
Record, draft and prepare meeting minutes, as required.
Maintain, update and track multiple Outlook calendars and schedules.
Track the annual employee performance evaluation reports and documents.
Set-up the classified/unclassified Digital Video Conference (DVC) system and coordinate different time zone with regional (RIMC Directors) offices or missions abroad.
Maintain proficiency in MS Office Suite, Visio, Outlook, and Project.
Maintain expertise in managing SharePoint databases.
Program Support:
Track assigned tasks and monitor progress and/or overdue action items.
Prepare various analytical reports and draft administrative and policy documentation.
Create and update PowerPoint presentations for ongoing projects and briefings.
Maintain various spreadsheet reports to assist in data analysis for senior management.
Draft and process electronic country clearance (eCC) requests for travelers both contract and government personnel.
Assist in the preparation of policy documentation and disseminate to appropriate Front Office personnel.
Devise and maintain a systematic approach to the organization's Shared drives document repository and update information posted on SharePoint sites, as required.
Perform Front Office liaison activities and facilitate communication across organizations.
Review and analyze program history to identify issues or trends which may have bearing in determination of future program direction for discussion.
Assist in the identification, development, and tracking of internal and customer focused policies and procedures for cross-cutting issues.
Prepare a variety of analytical reports, memoranda, and written materials on various administrative and policy issues.
Produce a variety of reports, tracks suspense actions, produce charts, create specialized databases, or prepare presentation materials from software programs
Qualifications
Qualifications – Here’s What You Need
High school diploma and must have a minimum of five years office experience and experience supporting high level officials OR
4 years of directly related administrative and technical experience.
Active Secret clearance is required for this position.
Knowledge of office management systems and procedures.
Experience with EZ and E2 Travel Systems.
2-5 years of experience managing Federal travel.
Experience with Federal Travel Systems.
Intermediate level knowledge of Federal Travel Regulations (FTR) and Joint Travel Regulations (JTR).
Has a thorough understanding of travel policies and regulations, CONUS and OCONUS.
Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.
Minimum Skills:
Excellent time management skills and ability to multi-task and prioritize work in a fast-paced office environment.
Excellent customer service skills.
Attention to detail and problem-solving skills.
Excellent written and verbal communication skills.
Strong organizational and planning skills.
Proficiency in MS Office and Teams, ZOOM, and WebEx platforms.
Our Commitment to you / overview of benefits
SCA Health & Welfare fringe benefits.
Telemedicine
Dental & Vision
EAP
Basic Life and AD&D Insurance (Company Provided)
Voluntary Life and AD&D options
401(k) Retirement Savings Plan with matching after one year
Paid Time Off
Reports to: Program Manager
Working Conditions
Professional office environment, with the ability to work onsite in the main office.
Must be physically and mentally able to perform duties extended periods of time.
Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position.
Must be able to establish a productive and professional workspace.
Must be able to sit for long periods of time looking at computer screen.
May be asked to work a flexible schedule which may include holidays.
May be asked to travel for business or professional development purposes.
May be asked to work hours outside of normal business hours.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Cayuse is an Equal Opportunity Employer. All employment decisions are based on merit, qualifications, skills, and abilities. All qualified applicants will receive consideration for employment in accordance with any applicable federal, state, or local law.
Pay Range
USD $40.87 - USD $45.67 /Hr.
Related keywords
Secret ClearanceE2 Travel SolutionsEZ Travel SystemsFTRJTRCONUSOCONUSMS OfficeVisioOutlookMS ProjectSharePointTeamsZoomWebExDigital Video Conference
Cayuse Holdings through its subsidiaries employs over 600 amazing people who are based all around the United States, with a few locations overseas. Cayuse is owned by the Umatilla Indian Reservation – with a US-based delivery center in Pendleton Oregon. Founded initially in 2006, through a joint venture with Accenture, this company has significantly expanded its operations and contracts to include delivery in many locations beyond Oregon.
Our company vision is to Grow the Company and Grow the People, enabling career development, economic growth and development for both our company and that of our tribal owners. We provide competitive benefits, including remote work for many of our positions, and excellent wellness and 401K matching programs.
Offices: 72632 Coyote Rd, Pendleton, OR 97801, US · 1130 N Nimitz Hwy, Suite A-270, Honolulu, Hawaii 96817, US · 1100 Wilson Blvd, Suite 2950, Arlington, Virginia 22209, US
Business Process OutsourcingAdministrative SupportProject ManagementDocument ManagementReporting and VisualizationSoftware TestingTechnical Help DeskContact Center SupportField ServicesSecurity
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