GAP Solutions Inc Program Assistant II in Arlington, Virginia

Position Objective: Provide administrative support for our federal client.

Duties and Responsibilities:

  • This position provides principal support in an office, usually to one individual, and, in some cases, to the subordinate staff of that individual. The Secretary maintains a close and highly responsive relationship to the day-to-day activities of the supervisor and staff, works fairly independently receiving a minimum of detailed supervision and guidance, and performs various clerical and secretarial duties requiring knowledge of office routine and an understanding of the organization, programs, and procedures related to the work of the office.

  • Serve as the first point of contact for students via e-mail and phone correspondence on any questions related to FSI and the Office of the Registrar

  • Conduct briefings as a subject matter expert to incoming Foreign Service Officers (FSOs) and Foreign Service Institute students on general policy and procedures at FSI related to the Office of the Registrar

  • Update and maintain a visitor’s list on a daily basis for all incoming guests and students from other agencies within the U.S. Government

  • Handle a variety of administrative duties (in addition to basic administrative support) to include office management, course support, and coordination of special projects. Each individual works as a member of a team in accomplishing office priorities.

  • Provides basic administrative support as needed to include answering phones, screening calls, making appointments, preparing registration requests, photocopying, drafting correspondence (letters, cables, memoranda and other documents as required), maintaining bulletin boards, monitoring supplies, maintaining electronic and paper files, providing course support and other office/classroom duties as assigned.

  • Performs data entry for databases/spreadsheets or other files related to evaluations, nominations, needs assessments, or other similar activities.

  • Arranges meetings including selecting mutually satisfactory time, reserving meeting space, notifying participants, and attending meetings as required preparing reports of the proceedings.

  • Make arrangements for conference and meetings and established background material as directed.

  • May attend meeting and record and report on the proceedings.

Basic Qualifications:

  • High School Diploma.

  • Secret Clearance.

Minimum Qualifications:

  • 2 years of experience in related field, preferred.

  • Bachelor’s Degree, preferred.

  • Superior organizational, oral, written, communication skills.

  • Proficient user of Microsoft Excel, SharePoint, PowerPoint, Word, Outlook as well as the ability to manipulate information in existing databases using software such as Access.

  • A familiarity with or ability to learn to use survey research software, and reference materials to collect information to be used for briefing books, briefings, orientations, conferences, and meetings.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected Veteran status.

Requisition ID: 2189