This position is located in the Bureau of Overseas Buildings Operations (OBO), Construction, Facility, and Security Management Directorate (CFSM), Office of Facility Management (FAC), Program Support Division (PS). FAC provides global support in operating and maintaining Department of State (DOS) facilities and related equipment at overseas posts, by providing professional specialty services to ensure that post personnel are in safe, secure and functional facilities. PS provides technical assistance to posts in the development and execution of funded, post-managed projects.
The contractor will serve as a Program Support Specialist responsible for providing a variety of administrative services that support the various programs administered and conducted by FAC/PS.
As a Program Support Specialist assigned to the Program Support Division or OBO/FAC, the contractor performs a variety of administrative and office support duties in the areas of document management and storage, editing of the FAC newsletter and blog, administrative coordination, support of the Program Performance Review (PPR) process for PS, and travel and other general and office support. In furtherance of these responsibilities, the contractor performs tasks and assignments that typically include, but are not necessarily limited to, the following:
-Receives, stores, and tracks sensitive construction and maintenance-related documents, notifying FAC staff via email of documents that are received, and checks documents out to staff as necessary for review;
-Updates the Building Management Information System (BMIS) on a daily basis;
-Updates CFSM Taskers assigned to FAC/PS personnel as required;
-Assists with overall coordination and management of administrative support in FAC, process mapping for various necessary tasks, attending FAC administrative meetings, etc.;
-Performs work involving the collection, compilation, research, and/or tracking of data and program information in support of Division operations, including coordination and consultation with technical employees and managers across divisional lines within OBO and occasionally with similar employees in other bureaus;
-Updates the monthly PPR slides for FAC/PS and R&I Project slides for all of FAC;
-Advises PS managers on PPR issues and provides interface with pertinent OBO divisions; and influences and assists managers where possible in the development of PPR standards, information systems, research, and priorities, cable tracking responses, and file management;
-Utilizes Microsoft software packages to include Word, PowerPoint, Excel, Project, and Access applications in order to prepare exhibits, charts and slides, for high level managerial presentations; and reviews and analyzes the data for technical accuracy and makes final recommendations and modifications to the exhibits;
-Knowledge of established office management and program support procedures and standards as they affect the daily functioning of FAC and PS operations.
-Knowledge of the mission, functions, goals, policies, and priorities within FAC, PS, and the broader OBO Bureau as they affect the ability of the contractor to successfully and timely complete assignments.
-Ability to collect information through surveys, interviews, and research, and to analyze this data in support of FAC and PS operations.
-Ability to work cooperatively and productively as a member of a team consisting of diverse groups of people or individuals.
-Knowledge of and ability to utilize the basic and advanced functions of the Microsoft Office suite (Word, Excel, Access, Power Point, Outlook), as well as Microsoft Project.
-Oral and written communications and editorial abilities sufficient to ensure that all communications originating in the Division and articles and other information contained in the FAC newsletter and blog are clear, concise, and understandable by their target audiences.
-Undergraduate degree and 2 years of related experience.
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