Program Manager Assistant

This position is in the High Threat Programs (HTP) Directorate in the Bureau of Diplomatic Security (DS). The Program Manager Assistant (PMA) will be responsible for assisting the delivery, analysis, and resolution of significant managerial and operational issues, which require action by the Deputy Assistant Secretary (DAS) and Office Director level positions. The PMA collects, interprets, and specifies data requirements for the HTP Front Office and Directorate. The PMA identifies, develops, and implements solutions to improve and streamline processes and procedures. The PMA uses database management, project management, and other management tools to monitor project activities.

The PMA prepares a variety of memoranda, briefing material, status reports, and other official documents. The PMA initiates and/or conducts a variety of special projects requiring compilation of statistical data, interpretation of findings, and development of a final product. The PMA must have a thorough understanding of DOS policies and procedures, national security, foreign policy, public diplomacy, and foreign affairs.

Duties

• Coordinate with HTP Office Directors to facilitate communication between the DAS, liaison officers, and other relevant staff.
• Provide Front Office coverage in lieu of absence of Special Assistant(s)
• Manage meeting requirements with senior Department of State (DOS) officials, other non- DOS parties, and Inter-Agency parties. Ensure location or telecommunication capability is available as necessary.
• Provide detailed administrative support, to include maintenance of reports, and review of daily correspondence and key items that directly impact staff in internal and external offices. Collect materials, reports, or agendas prior to any meetings/briefings.
• Perform other duties and complete special projects as assigned and directed by the DAS, HTP Special Assistant, and/or HTP senior management.
• Drafts reports and official correspondence pertaining to a variety of administrative functions and services
• Analyzepolicy information to develop program and/or administrative processes to ensure compliance requirements are fulfilled
• Analyzeand evaluateproposed changes in mission and/or operating procedures 10. Coordinate routine correspondence with all Regional Directors (RD), Desk Officers (DO), and other DS Directorates and DOS executive staffers, ensuring correct punctuation, capitalization, spelling, grammar, and conformance to style is accurate; finalize division documents, ensure all tabs, cover pages, etc., are in the proper configuration, secure signatures, and deliver to appropriate addressee and locations
• Provide administrative support during Authorized Departure, Ordered Departure, or suspension of operations of a High Threat High Risk (HTHR) Post. Duties may include dissemination of fast-paced reporting and information to executive leadership and the DS Command Center
• Track and maintain task force rosters related to any HTHR Post evacuations
• Receive, review, format, and disseminate DS Directorate tasks to include, but not limited to: travel requests, press guidance, Weekly Activity Reports, Post Staffing Numbers, Posts of Concern, Deputies Committee and Counterterrorism Security Group Bullet Points, and intra/inter Departmental clearance requests
• Management of DS Task Tracker tasks pertaining to DS/HTP
• Provide administrative support for reports, briefing presentations, and special projects 16. Assist in preparation of staff papers, policy directives, action memoranda, and information memoranda to be used by Department Principals
• Proofread outgoing DS/HTP items to ensure compliance with format guidelines and make edits to bring them into compliance as necessary
• Coordinate administrative support between the DS Directorates and DS/HTP Offices
• Utilizes database management, project management, and other management processes to keep track of project activities, inquiries, and requests to track status through completion
• Provide direct support and planning for all DS/HTP International workshops / conferences
• Collect and process time and attendance to include leave, overtime, and premium compensation requests for HTP FO and Resource Management Staff
• Maintain and organize time and attendance files for tracking/historical record in anticipation of OIG inspections or audits
• Assist with coordination and management of any Directorate special projects 24. Be responsible for training administrative services personnel
• Assist in developing administrative processes and procedures for use by directorate staff.
• Coordinate any purchase requests or equipment issues with the Purchase Card Holder/Unit Security Officer.
• Completespecial projects as may be assigned and directed by the DS/HTP Resource Manager and/or DS/HTP senior management.