Senior Program Support Specialist
DC/Onsite
5 Years Experience Minimum is a requirement
JOB DESCRIPTION
- Perform essential support functions including administrative research, document management, technical editing, workflow tracking, and coordination of office activities. This role requires strong organizational skills, attention to detail, and proficiency in various software tools to enhance communication and mission support.
- Research and coordinate actions on issues, ensuring accurate and complete submissions for approval.
- Review and recommend improvements for standard operating procedures, drafted directives and coordinate updates.
- Review, revise, and submit internal and external notices for approval; provide technical editing for various documents including correspondence, reports, and safety guidance.
- Produce and assemble program materials, establish and maintain program files, and track support actions.
- Process U.S. State Department clearances for international travel.
- Review Travel Request Electronic Clearance System (TRECS) requests for international travel.
- Prepare briefings, brochures, and presentations.
- Track documents, maintain computer records, identify errors, track workflow, and present findings.
- Maintain records as well as paper and electronic filing systems.
- Maintain and update knowledge sharing sites using tools like SharePoint.
- Maintain calendars and phone lists, prepare and disseminate correspondence, and coordinate international travel arrangements.
- Schedule meetings and assist with meeting preparation, distributing meeting agendas and materials, and transcribing notes and preparing summaries.
- Prepare and track office supply orders and reconcile accounts.
- Coordinate computer and teleconferencing requirements, troubleshoot issues, and escalate for resolution.
- Capture meeting minutes and action items, distribute minutes, and track action items to closure.
SKILL MATRIX
- The position requires experience with calendar management, project coordination, documentation management, international travel and country clearance coordination, meeting support, office administration, IT and technical skills.
- Skill sets needed are organizational skills, communication skills, attention to detail, discretion and confidentiality, problem solving skills, time management, technical proficiency, interpersonal skills, adaptability, and professionalism.
