Program Support Specialist

The selected individual must have strong communication and coordination skills. The selected individual must have a strong sense of responsibility and a high customer service standard. He/she will maintain lists and follow-up on all actions, be highly organized, pay close attention to detail, have excellent proofreading skills with a mastery of English grammar, and be able to handle multi-tasking well. The selected individual must be an individual with sound judgment and excellent interpersonal skills. The Program Support Specialist will face situations that require an ability to manage a variety of complex portfolio(s) under extremely short deadlines.

Key Accountabilities & Functions:

• Understand and execute travel arrangements to be compliant with organizational regulations.
• Provide clear communication to customers on the travel process while maintaining a high standard of customer service.
• Responsible for maintaining physical and virtual document filing system.
• Maintain lists and follow-up on all actions, be highly organized, pay close attention to detail, have excellent proofreading skills with a mastery of English grammar, and be able to handle multi-tasking well.
• Possess sound judgment and excellent interpersonal skills.
• Provide support for travelers through all travel-related (i.e. hotel, air, and ground) reservations (domestic and international), acquiring visas, assisting with expenses.
• Assist in processing additional travel documentation, including security clearance verification's, international medical insurance and advance forms for travelers.
• Prepare travel authorizations in accordance with the Agency's Travel Regulations.  Obtain country clearances and assure appropriate accounting information is included on all Travel Authorizations (TAs).  Coordinate with the traveler and with the USAID travel agent to provide the travel with a travel authorization and ticket receipt.

The key accountabilities and functions listed above are not intended to representative the entirety of the tasks and activities performed in this role. A complete position description will be provided to you should you be selected for an interview.

Skills:

Essential Functions:

• The Program Support Specialist will ensure accuracy of information and provide program support by assembling and preparing charts, data, and reports.  
• Schedule calendars, meetings and events for Divisions regarding management of their program portfolios as needed. 
• Undertakes, performs and monitors established administrative management requirements. 
• Provide advice and guidance to managers and employees on questions and matters related to the administrative services provided. 
• Determines pertinent issues and collects relevant information from a variety of sources in adherence to Agency guidelines, policies and regulations.
• Perform other duties as assigned.
   

Education:  

At a minimum, the individual must have:  Bachelor’s degree with 8 years of experience, OR Master’s with 6 years of progressively responsible work experience outlined above;
 

Experience:

• This position calls for an experienced administration and operations management support professional with the knowledge and the skills necessary to perform the assigned duties.
• Experience implementing, managing communications, documents, scheduling, and administrative support duties in a large organization
• Previous administrative management operations experience.
   

Skills:    
Demonstrated experience using Microsoft Office applications including Excel, Word, Power Point, Access and other database software applications; Google knowledge a plus  

U.S. Citizenship is required; selected candidate MUST have an Active Secret clearance to qualify for this role.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls.  The employee is occasionally required to reach with hands and arms.  Specific vision abilities required by this job include close vision.  The employee must occasionally lift or move up to 25 pounds.