Program Assistant

• Provide operational and administrative support to employees in the Bureau of European and Eurasian Affairs.
• Answering telephone calls and receiving/meeting/escorting visitors, referring to appropriate staff members if necessary.
• Managing complex calendars for multiple Office Directors; proactively identifies and resolves scheduling conflicts and communication; navigates high-volume emails daily to identify and anticipate needs for scheduling and coordination proactively.
• Setting up appointments, meetings and arranging for conference rooms through the Departments conference room reservation (ReserveIT) platform.
• Managing files and records, preparing files, folders and other federal records for archiving or disposal based on the Departments records disposition schedule.
• Utilizing scanning equipment to upload and file documents.
• Preparing and routing documents (reports, correspondence, memoranda, cables, diplomatic notes, etc.)
• Drafting, editing, reviewing, and routing documents for clarity ensuring paper is prepared and compiled in advance for division directors and/or Office Directors ensures proper clearance processes and formatting standards were used based on department standards and templates; tracks document status and follows up on pending actions.
• Downloading materials from the computer, the internet and the intranet.
• Sending and retrieving materials by facsimile.
• Delivering, coordinating and shipping materials and packages.
• Copying and collating documents and other materials.
• Preparing Time and Attendance into the Departments electronic submission system (WEB TATEL) or similar system.
• Preparing travel orders and handling travel arrangements in E2 Solutions or similar system.
• Preparing travel authorizations, travel vouchers or taxi reimbursements.
• Preparing documents to request Diplomatic and/or Service passports for staff members.
• Obtaining visas for travelers in a timely manner, either through the Passport Office or hand-carried.
• Drafting country clearance requests utilizing the Departments (myServices) system; Serving as the first point of contact for SharePoint sites and updating program office SharePoint page and office directories as needed.
• Finalize and deliver documentation for the 7th floor Principals.
• Retrieve and monitor all ALDACS cables through the SMART system.
• Compiling annual performance appraisals documents for civil service and foreign service into the (ePerformance) Human Resource database.
• Provide logistical support, as needed, for internal conferences and meetings.
• Prepares work orders for services/supplies needed for the effective running of the office and coordinates these with the General Services Officer.
• Maintains the calendar for office management by arranging and scheduling appointments, handling all meeting requests and providing calendar information to management daily.
• Prepares meeting briefs to managers indicating appointment purpose and providing any relevant background data.
• Record minutes from meetings and prepares briefing materials.
• Creates standard operating procedures related to office administration.
• Identifies inefficiencies and recommends improvements; training new staff on office protocols.
• Updates office management information such as seating charts, organization charts, phone lists, and welcome books.
• Recommends, creates, and maintains critical office management tools to improve training, transparency, operational, and organizational structure.
• Supports, tracks, and assists in managing taskers, papers, compliance, and other administrative and management controls.

Program Assistant responsible for office administrative operations at the Office of EX/GSD

Program Assistant responsible for efficient office administrative operations and supporting senior management at the Office of EX/GSD in Washington, D.C.

• Provide administrative and operational support for research and public health program activities.
• Support scheduling, calendar coordination, meeting preparation, and logistical planning.
• Prepare, organize, and maintain documents, forms, trackers, reports, and program files.
• Assist with data entry, quality checks, and maintenance of study or program records.
• Support coordination of participant activities, study logistics, training sessions, site visits, and clinical initiatives.
• Assist with travel coordination, conference support, and Government-approved logistics.
• Support communication among team members, Government stakeholders, clinicians, researchers, and technical staff.
• Help maintain organized documentation in accordance with Government and program requirements.
• Complete required training and follow procedures for handling sensitive information, including PII and PHI.

Healthcare Program Assistant providing administrative support for DoD auditory health mission

Healthcare Program Assistant

Healthcare Program Assistant supporting research and public health activities for DoD auditory health mission. You'll coordinate logistics, data, and documentation to enhance program efficiency.

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Program Assistant

Healthcare Program Assistant