SECRET SECURITY CLEARANCE REQUIRED

General Description:

The Office Administrator provides a broad range of analytical and advisory services in the administrative management of the Resource Management Unit (RMU), Office of Antiterrorism Assistance (ATA), Bureau of Diplomatic Security, U.S. Department of State. The Office Administrator will provide professional office management and administrative support in the office's daily operations. The Office Administrator will serve as the key coordinator in the efficiency and effectiveness of the Unit.

Major Duties:

• Independently direct a broad range of Unit activities involving supply and property management, mail and file services, equipment maintenance, IT (Information Technology) services support, vehicle management, and related services.
• As key coordinator for the efficiency and effectiveness of Unit operations, serve as advisory to Unit management on organizational policies, programs, objectives, and plans. Recognize and research problems in, and identify improvements to, administrative support areas. Autonomously develop, modify, and implement Unit-wide internal administrative policies and procedures, exercising analytical capability, discretion, and judgment to best align policies and procedures to the mission's needs.
• Track deadlines and assigned Unit taskers, delegating to Unit personnel and liaising with those inside and outside the Unit, including senior management as needed, for efficient completion.
• Direct and monitor the flow of operations-related documents from inception to distribution of final copies. Prepare and/or edit organizational charts, memos, reports, and other general office documents and material. Draft, review, and/or edit organizational and human resources-related documents at the Unit level as required.
• Coordinate the Weekly Activity Report, ensuring timeliness and thoroughness of the deliverable.
• Manage the Unit Chief’s schedule. Manage additional Unit calendars, keeping awareness of personnel leave and travel to assist in daily planning and operations.
• Serve as subject matter expert and coordinator for in- and out-processing of Unit personnel. Oversee procedures for the Unit’s new hire and terminated employees, to include overseeing assigned workspace, cell phone issuance, documentation for computer access and IDs, and access control programming.
• Support proper security protocol, lead visitor escort, and oversee proper storage and handling of classified documents and the destruction of classified material as directed.
• Oversee time and attendance records for direct-hire government employees using WebTATEL software, assisting the other Administrative Specialists with back-up coverage as needed.
• Actively participate in meetings to include Office senior staff meetings, working groups/committees, and ad-hoc sessions, providing advice and counsel on a wide range of administrative support topics. Capture and distribute detailed meeting notes and minutes; brief Unit staff; and oversee implementation of Office-wide administrative policies and procedures.
• Chair and/or lead working groups and review panels pertinent to administrative operations inside the organization. Represent the organization on special committees, or at meetings outside the organization, independently speaking on its behalf when required.
• Make recommendations to Unit management on actions to improve organizational efficiency, boost employee morale, and optimize the utilization of facilities and equipment. Implement recommendations where appropriate.
• Keep abreast of Department, Bureau, and Directorate policies; brief senior staff; and recommend methods for implementing and enforcing these higher-level requirements. Liaise with other ATA Administrators on changes and improvements to Office-wide policies and procedures.
• Serve as the back-up to the ATA Executive and other Division-level Administrators as needed.
• Other duties as assigned by the RMU Unit Chief.
• Primary mail coordinator

Professional Qualifications/Skills:

• Must be a US citizen and possess or be able to obtain/maintain a SECRET clearance;
• Associates degree or three years of increasingly responsible administrative experience may be substituted for education;
• Must be organized and have excellent oral and written communication skills;
• Ability to handle multiple tasks simultaneously;
• Knowledge of office policies, practices and procedures;
• Must demonstrate thorough knowledge of Microsoft applications (MS Word, PowerPoint);
• Experience working with databases is a plus;
• Ability to work independently.