Program Assistant

Apprio, Inc.
Washington, D.C., United States
Apply by 11 May 2018
Mid-level , Full-time staff position
Posted on 11 April 2018

Job Description

Job Title: Program Assistant
Location: Washington, DC
Program: USAID – Front Office
US Citizen: Yes
Security Secret Clearance Required
Clearance:

Job Description:

Apprio is seeking an experienced Program Assistant to support our fully funded contract with USAID. The Program Assistant provides support to the Office of the Executive Secretariat (ES) by performing a variety of both complex and routine administrative and analytical duties. These duties range from basic office tasks such answering multi-line telephones, receiving and filing incoming documents, distributing of mail, interacting with staff of other USAID bureaus/offices, managing conference room calendars; assigning invitations and scheduling requests to appropriate action offices for a recommendation on front office principal attendance, utilizing the Agency Correspondence Tracking System (ACTS) to input and track invitations and scheduling requests, and supporting the Operations team in business process improvements that will increase the efficiency and effectiveness of the Operations team. The incumbent will be primarily responsible for acting as an office receptionist and will be required to personally handle routine inquiries and inquiries requiring knowledge of the organization’s activities and or its internal administrative procedures

Responsibilities:

  • Receptionist for the Office of the Executive Secretariat responsible for directing office traffic, screening and routing telephone calls, greeting and directing office guests
  • Maintains contact lists and listservs, updating databases, and directories
  • Works with scheduling team to monitor and track invitations and scheduling requests for the Administrator and Deputy Administrator; assigning recommendations to appropriate action offices
  • Participates in weekly scheduling team meetings with Director of Scheduling and Deputy Director of Scheduling to discuss status of scheduling proposals and invitations
  • Sorts and disseminates incoming mail on a daily basis to appropriate staff
  • Initiates and closes out invitations and scheduling proposals utilizing the Agency Correspondence Tracking System
  • Interacts with Agency bureau/independent office staff and interagency community members to coordinate a variety of administrative tasks
  • Manages conference room calendar and responds to inquiries requesting reservations for Administrator’s conference room, Secure Compartmented Information Facility (SCIF), and ES Team Room
  • Coordinates logistics for conference room reservations (audio visual, room set-up, special accommodations, etc.) for events coordinated by the Front Office
  • Responds to non-technical requests and follows-up to ensure a timely and thorough response
  • Provides direct administrative support and assistance to ES Operations Team
  • Act as team player ensuring that backstop support is provided in the absence of other staff
  • Performs other duties as assigned

Educational Requirement: Bachelor’s Degree
Certification Preferred: N/A
Required Experience: 4 to 6 years of experience

Requirement Knowledge:

  • Proficiency in the use of Google Applications and the Microsoft Office Suite (Word, Excel, Power Point) is required; experience in the use of data base applications is recommended
  • Candidates must be willing to work full-time
  • Demonstrated experience in scheduling and maintaining calendars to include frequent rescheduling
  • Demonstrated ability to execute time management skills
  • Demonstrated high level of confidentiality and discretion
  • Strong commitment to providing excellent customer service with a high level of tact and diplomacy
  • Ability to work in a fast-paced environment
  • Ability to establish and maintain effective working relationships and interact with people at all management and support levels
  • Excellent written and oral communication skills
  • Strong knowledge of MS Office Suite (Power Point, Excel) and Google Applications and an eagerness to test and learn new applications and find solutions to improve scheduling and administrative procedures
  • Ability to efficiently multi-task and prioritize workload

Apprio offers a collegial and supportive environment focused on its greatest assets…its people. With a competitive compensation and benefits program designed to attract, motivate, and develop our people; we pride ourselves on creating a culture of teamwork, client focus, and fun. Our benefits program allows our employees to select the features that make the most sense for their individual and/or dependent(s) needs. Features include medical, prescription drug, dental, vision, disability, retirement savings, and a competitive paid time off program. Apprio is an equal employment opportunity company. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.

About the Organization

Apprio is an innovator of specialized technology and program solutions for the federal health, defense, and homeland security markets. The company provides services in technology transformation, organizational excellence, health IT & solutions, emergency response management, and international development. Apprio delivers the methodologies, discipline and expertise provided by the large integrators, with the cost structure and collaboration offered by smaller firms. Year after year we’ve grown by 50% or more due to our holistic approach in delivering solutions, thought-leadership, and synergistic teams to address our client’s needs.

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