Program Analyst Coordinator

Delaware Nation Industries•Arlington, VA

About The Position

The Office of Cultural Heritage (OBO/ACDC/CH) is responsible for the Department of State's (DOS) historically, culturally, or architecturally significant properties. This role involves managing and coordinating a high volume of incoming requests for assistance, technical review, project support, and preservation-related inquiries submitted by overseas posts and internal stakeholders. These requests pertain to culturally significant U.S. diplomatic properties worldwide and are received through various Department systems and communication platforms. The incumbent will serve as the primary intake and coordination point, ensuring requests are properly reviewed, tracked, assigned, monitored, and resolved in a timely manner. This position requires strong organizational skills, attention to detail, sound judgment, and the ability to coordinate across multiple priorities in a fast-paced environment. The incumbent will independently resolve routine requests and identify issues requiring review by subject matter experts (SMEs) within the Cultural Heritage team.

Requirements

Must be a U.S. citizen.
Demonstrated experience in administrative support, project coordination, workflow management, or office operations in a fast-paced professional environment.
Strong organizational and coordination skills, including the ability to manage and prioritize a high volume of incoming requests and assignments simultaneously.
Ability to review, track, organize, and maintain project information and office records with a high degree of accuracy and attention to detail.
Ability to independently resolve routine administrative or procedural matters and appropriately elevate technical issues requiring subject matter expert review.
Strong oral and written communication skills for coordinating with overseas posts, contractors, government personnel, and internal stakeholders.
Experience maintaining project trackers, workflow databases, spreadsheets, and reporting systems.
Ability to work effectively under time constraints and shift priorities while maintaining responsiveness and accuracy.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), SharePoint, and other office management systems, with the ability to quickly learn new software platforms and Department systems.
Knowledge of standard business writing, grammar, spelling, punctuation, and document formatting practices.
Demonstrated ability to provide effective customer service and maintain professional communication with individuals at various organizational levels.
Ability to coordinate effectively with multidisciplinary teams and support office-wide operational objectives.
A Bachelor’s degree from an accredited institution and three (3) years of experience; or six (6) years of experience.

Nice To Haves

Familiarity with systems such as BMIS, GMMS, Kahua, ProjNet, or similar project management and workflow tracking platforms is desirable.
Government agency and/or Department of State experience.

Responsibilities

Serve as the primary coordinator for incoming requests for assistance, project reviews, preservation consultations, and technical inquiries submitted to OBO/ACDC/CH by overseas posts and Department personnel.
Review incoming requests received through email, BMIS, GMMS, Kahua, ProjNet, SharePoint, and other office systems to determine the nature, urgency, completeness, and appropriate routing of each request.
Independently resolve routine or procedural requests and coordinate more complex or technical matters with appropriate Cultural Heritage subject matter experts for review and approval.
Assign requests to appropriate CH team members based on workload, technical discipline, project scope, and office priorities.
Maintain and update office project trackers, workflow databases, and reporting systems to ensure accurate tracking of requests, assignments, deadlines, and project status.
Monitor active requests and follow up with CH staff, overseas posts, contractors, and stakeholders to support timely responses and project coordination.
Track and report workload metrics, response times, request trends, and office activity levels to support management decision-making and resource planning.
Coordinate communications between overseas posts, OBO offices, contractors, and CH personnel regarding project reviews, documentation requirements, and request status updates.
Review submitted documentation for completeness, formatting, and compliance with established office procedures before routing for technical review.
Assist in organizing and maintaining electronic records, project files, correspondence, and office documentation related to preservation reviews and project coordination activities.
Provide administrative and project coordination support for preservation and rehabilitation initiatives involving historic diplomatic properties worldwide.
Assist with preparing reports, summaries, spreadsheets, and briefing materials related to office workload, project status, and operational activities.
Identify workflow inefficiencies and provide recommendations to improve request management, tracking procedures, and office coordination processes.
Support coordination of meetings, project discussions, and internal communications related to incoming project requests and review activities.
Provide customer service and respond to inquiries from overseas posts, contractors, and internal stakeholders regarding office procedures, request status, and submission requirements.
Perform other administrative and project coordination duties as assigned in support of OBO/ACDC/CH operations.
Draft documentation and correspondence on administrative matters and general office policies for supervisor review and approval, based on an understanding of supervisor preferences.
Anticipate and prepare documentation and materials needed by the supervisor for meetings, correspondence, appointments, and communications.
Review incoming materials (e.g., publications, regulations, directives) and identify items of potential importance for supervisor and staff awareness.
Prepare reports, summaries, and draft responses to inquiries using information from a variety of sources.
Perform other duties as assigned.