This position is located in the Office of the Director at the Foreign Service Institute. The Staff Assistant provides support for the Policy Coordinators, the Educational Policy Director, and the Senior Advisor. The Staff Assistant coordinates with the Director’s Staff Assistant and the Director and Deputy Director's Executive Assistants on overall support for the office.

Duties and Responsibilities:

• Maintain a close and highly responsive relationship to the day-to-day activities of the office supervisor and staff.
• Prepares correspondence, reports and other documents; accurately types correspondence, reports or similar materials from handwritten or electronic drafts; thoroughly reviews correspondence and other work prepared by others for content, correct grammar, spelling, capitalization, punctuation, and appropriate format; ensures that requirements for classified material are accurately followed, where applicable; and maintains a suspense file of correspondence and action documents.
• Establishes and maintains office records of various types that are needed to assist in the efficient operation of the office; ensures that all files have pertinent documents and signatures; maintains and accurately updates file system to enable quick and efficient retrieval of information; and is responsible for accurate receipt, control, logging, safekeeping and necessary action on classified material.
• Provides support to the Policy Coordinator on FSI cross cutting issues and projects, to include research for and drafting and editing of materials.
• As requested or on own initiative, makes careful and exhaustive searches for information that is difficult to obtain, compiles data, and makes preliminary analysis; uses database or spreadsheet software to enter, revise, sort, calculate, and retrieve data for reports; and uses graphic software to provide graphic symbols, charts, and graphs for electronic or paper presentations.
• Based on knowledge of the Department and FSI, responds to queries by other offices on procedures; requests information needed from other office(s) for periodic or special activities, conferences, reports, inquiries, etc.; and schedules/reschedules meetings, appointments, and conferences in accordance with supervisor’s instructions.
• Working as a member of the administrative support team, coordinates with other Front Office Staff to achieve seamless and professional support of the Director and Deputy, the Policy Coordinators, the Senior Advisor and the Educational Policy Director.
• Supports event planning and logistics for Educational Policy sponsored FSI-wide events; duties include performing market research to identify relevant and impactful training; liaising with FSI components; GSO and AV requests, room preparation, and visitors list entries; designing and administering end-of-training surveys; and analyzing collected data for program improvement.
• Monitors Educational Policy mailboxes, redirecting queries as appropriate and providing answers to queries as appropriate.
• Provides logistical support for visits to FSI, offsites, and other programs and activities undertaken or supported by the Director's Office including assistance at events hosted by the Director’s Office; prepares slides, briefing packets, name tents, agendas, guest lists, and reception setup as necessary; and attends to the myriad of details and related required correspondence needed.
• In the absence of the other Staff Assistant, manages the FSI Clearance box, and high-side submissions to the Department via Everest. The Staff Assistant provides support to the Senior Advisor, handling all his administrative and logistical needs.
• Use greater judgment and initiative to determine the approach or action to take in non-routine situations, interprets and adapts guidelines, including unwritten policies, precedents, and practices, which are not always completely applicable to changing situations.
• Work independently on projects requiring research and preparation of briefing charts and other presentation materials.
• Handles differing situations, problems, and deviations in the work of the office according to the office supervisor's general instructions, priorities, duties, policies, and program goals.
• Anticipate and prepare materials needed by the office supervisor for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs supervisor on matters to be considered.
• Read publications, regulations, and directives and take action or refer those that are important to the office supervisor and staff.
• Prepare special or one-time reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence, other offices, etc., under general directions.
• Advise secretaries in subordinate offices on new procedures; request information needed from the subordinate office(s) for periodic or special conferences, reports, inquiries, etc., and shifts clerical staff to accommodate workload needs.
• Perform 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.
• Carry out recurring office procedures independently, and selects the guideline or reference that fits the specific case.
• Receive specific instructions on new assignments and ensure completed work is checked for accuracy.
• Screen telephone calls, visitors, and incoming correspondence; personally respond to requests for information concerning office procedures; determine which requests should be handled by the office supervisor, appropriate staff member or other offices, prepare and sign routine non-technical correspondence in own or supervisor's name
• Control mail and assure timely staff response, and send form letter
• Maintain recurring internal reports such as time and leave records, office equipment listings, correspondence controls, and training plans.
• Schedule tentative appointments without prior clearance. Make arrangements for conferences and meetings and assemble established background materials as directed.
• May attend meetings and record and report on the proceedings;
• Review materials prepared for supervisor’s approval for typographical accuracy and proper format.
• Review outgoing materials and correspondence for internal consistency and conformance with supervisor's procedures; assure that proper clearances have been obtained, when needed
• Collect information from the files or staff for routine inquiries on office program(s) or periodic reports, and refer non-routine requests to supervisor or staff.
• Explain to subordinate staff office supervisor's requirements concerning office procedures, coordinate personnel and administrative forms for the office and forwards for processing.
• Maintain requisition supplies, printing, maintenance or other services.
• Type, take and transcribe dictation, create and maintain office files.
• Reserve and prepare classrooms: organizing training materials (including duplication and/or photocopies, preparing name tents, door signs, etc.), submitting service requests, and assisting in basic logistical arrangements, running reports, and providing general administrative support to students, instructors, and guest speakers.
• May receive assistance in the performance of special assignments.

Basic Qualifications:

• High School Diploma
• Three years of experience in a related field
• Secret Clearance

Minimum Qualifications:

• Bachelor’s degree highly preferred
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
• SharePoint experience strongly preferred.
• Work experience in an educational or training institute, highly desired

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

• Previous employment with the Department of State
• Knowledge and understanding of Department processes and procedures.
• Experience with the Department’s classified system .
• Experience with the Department’s E2 Travel system.
• Ability to handle multiple tasks simultaneously with a high level of competence and with great attention to detail.
• Proficient using Microsoft Office suite of programs
• Ability to work collaboratively as a member of a team
• Strong organizational skills and the ability to meets deadlines
• Strong customer service skills
• Effective oral and written communication skills
• Ability to interact effectively in a multicultural setting
• Ability to manipulate information in existing databases
• Ability to follow technical direction as delivered by the government technical monitor and/or government staff members
• 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.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.