GAP Solutions Inc Program Assistant II in Arlington, Virginia

Position Objective: Provides principal administrative support in an office, sometimes to one individual but in most cases to the entire office or program division.

Duties and Responsibilities:

  • Support administrative needs of the Security Overseas courses and staff (i.e. scheduling, visitor requests, research)

  • Maintain security related contacts in Outlook account

  • Maintain security program calendar (color coded calendar and blue sheet)

  • Monitor shared Security Overseas Seminar e-mail box

  • Answer or properly refer questions about FSI’s Transition Center courses, training modules, speaking opportunities, and support

  • Respond to information requests in a timely manner

  • Proactively collaborate with training staff to provide operational support for events/meetings/special briefings.

  • Initiate preparation (e.g., printing, duplication, collating, stapling, etc.) of event/course materials in a timely fashion to ensure that all printed materials (color handouts, displays, etc.) are ordered and delivered no later than two (2) business days prior to the scheduled event or an otherwise identified delivery deadline.

  • Monitor registration

  • Process speaker letters

  • Send reminder e-mails and follow-up emails

  • Update course statistics documents (Rosters, sing-in sheets, reports, attendance trends)

  • Prepare publicity (create FSI broadcasts and flyers)

  • Publicize courses (flyering)

  • Process room reservations for events/courses (as required).

  • Coordinate delivery of event/course materials to designated destination in a timely fashion.

  • Ensure training courses have the materials they need, the room is set up correctly, and all AV equipment needed is in working order.

  • Coordinate with course coordinators to provide administrative support as needed

  • Ensure appropriate materials, sign-in sheets, and other necessary items are available at the start of every course.

  • Be available during courses to address any urgent requirements.

  • Cleanup classroom after course/event/briefings.

  • Process course evaluations.

  • Develop familiarity and understanding of the internal procedures for placing supply orders.

  • Utilize established workflows to submit and track supply orders.

  • Receive and use/store requested supplies in a timely manner.

  • Identify vendors/suppliers for specified products and/or services.

  • Prepare and submit request for quotations to identified vendors and track for timely response.

  • Deliver received product/service quotes to Transition Center staff member(s) and assist with submitting Service Request along with supporting documentation.

  • Coordinate with Budget Specialist as needed to ensure timely processing of service request.

  • Conduct inventory of orientation materials (brochures, flyers, booklets, and other items) on a regular basis (minimum every three months).

  • Identify and report areas of inefficiency to Security Course Coordinator or Division Director to collaboratively develop adjustments and updates.

Basic Qualifications:

  • High School Diploma.

  • Two years of experience in a related field

  • Secret Clearance

Minimum Qualifications:

  • Bachelor’s degree highly preferred

  • Three years of experience in a related field preferred

  • Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)

  • Work experience in an educational or training institute, highly desired

  • Skills or experience relevant to the particular training division, preferred

  • Superior organization skills

  • Effective oral and written communication skills

  • Ability to follow technical direction as delivered by the government technical monitor and/or government staff members

  • Ability to interact effectively in a multicultural setting

  • Ability to manipulate information in existing databases

  • Familiar with or the ability to learn survey research software, databases and reference materials to collect information

  • Ability to present yourself professionally in a government environment and to inspire confidence with those with whom you have contact

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: 2193