Office Administrator

Position description

This position is located in the Office of the Science & Technology Adviser to the Secretary of State (STAS).  The position serves as the Office Administrator for the office and for the Adviser, who operates at the Assistant Secretary-equivalent level. The Adviser leads a staff of approximately 10 officers engaged in diverse functional responsibilities and complex issues and/or assignments.  The Office Administrator supports STAS directly in many areas and is responsible for maintaining appropriate and clear channels of guidance and communication throughout the Department of State, high caliber administrative support, and effective task management.  The Office Administrator supports the Adviser. 

Responsibilities

• Serves as the initial point of contact for correspondence, emails and telephone calls for the Advisor
• Monitor and review all incoming and outgoing correspondence and requests for action and determine the proper action to be taken, with consultation as necessary.
• Coordinate taskings and paper flow, forwarding assignments to office leadership and appropriate staff members
• Apply overall knowledge of the office functions to screen and route material of a special interest or sensitive nature directly to the Adviser or others when appropriate.
• Apply editorial skills and knowledge in proofreading and editing completed work to ensure that the proper clearances and coordination have been obtained and completed assignments meet objectives.
• Meet regularly with the Adviser and other office staff to manage invitations and meeting requests; help coordinate meetings with room reservations or virtual platforms; coordinate visitor access to the Department for official meetings.
• Maintain the Adviser’s calendar accurately.
• Ensure time and attendance on TATEL is accurate for Adviser and office staff.
• Coordinate travel preparations for the Adviser and office staff, including serving as the Travel Arranger, preparing travel authorizations, obtaining passports or visas and making reservations; working with the OES-DRL/EX Travel Team in closing out travel vouchers; and uploading receipts.
• Assist in data entry for annual performance evaluations of office staff via ePerformance software system.
• Manage procurement of office supplies, including business cards, for the STAS office.
• Provide courteous and responsive service to visitors and callers via telephone, correspondence, email, and in person, including buzzing visitors into the suite and escorting visitors for the Adviser within the building.
• Photocopy, scan and fax documents, and collect mail.
• Maintain Adviser’s business contact lists (g. by scanning business cards and maintaining database of contacts).
• Help manage STAS office data repositories, including SharePoint and OneDrive, and updates to internal and external facing STAS office websites.
• Help manage STAS office social media accounts
• Track travel and office expenses

Qualifications

• Excellent written and oral communication skills, excellent interpersonal skills, and excellent time management skills. Candidate should be able to furnish, upon request, copies of previous publications or written products.
• A basic understanding in one the following fields: international relations, political science, history, public administration, economics, and linguistics/languages.  A college degree is preferred.
• Experience working with SharePoint.
• Experience with social media platforms.
• Knowledge of the functions, responsibilities, and objectives of the STAS office, and the Department.
• Ability to develop professional working relationships with officers throughout the Department and with the foreign policy community and establish liaison with counterparts in other organizations to bolster relationships with the STAS office.

Application instructions

Please be sure to indicate you saw this position on tendersglobal.net