Program Assistant II

Kent, Campa and Kate Inc.

About The Position

The PA II handles differing situations, problems, and deviations in the work of the office according to the COR’s or GTM’s general instructions, priorities, duties, policies, and program goals. Additionally, the Program Assistant II uses judgement and initiative to determine the approach or action to take in non-routine situations, interprets and adapts guidelines, including unwritten policies, precedents, and practices.

Requirements

Secret Clearance.
High School Diploma.
U.S. citizenship.
Experience: At least two (2) years of experience in a related field.
Superior organization skills with a high level of attention to detail.
Effective oral and written communication skills.
Must be able to effectively perform their role using a variety of virtual training platforms, including but not limited to MS Teams, WebEx, Zoom for Government, Google Meet, etc.

Nice To Haves

Associates or Bachelor's degree.
Work experience in an educational or training institute.

Responsibilities

Carries out recurring office procedures independently and selects the guideline or reference that fits the specific case.
Receives specific instructions on new assignments and completed work is checked for accuracy.
Responds to routine inquiries that have standard answers; refers inquiries and visitors to appropriate staff.
Determines which requests should be handled by the GTM, appropriate staff member, or other offices; prepares and signs routine non-technical correspondence in own or supervisor's name.
Reviews materials prepared for approval for typographical accuracy and proper format.
Reviews outgoing materials and correspondence for internal consistency and conformance with GTM's procedures; ensures --proper clearances have been obtained, when needed.
Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans.
Collects information from the files or staff for routine inquiries on office program(s) or periodic reports and refers nonroutine requests to supervisor or staff.
Requisitions supplies, printing, maintenance or other services; types, takes and transcribes dictation.
Performs data entry on course registration/enrollment, runs reports, and provides general administrative support to students, instructors, and guest speakers.
Supports both traditional in-person classroom training as well as remote virtual delivery of program courses.
Configures the training platform in support of course delivery.
Provides basic technical assistance and troubleshooting to instructors and presenters as well as students.
Monitors the virtual participant chat function, provides assistance as required to ensure effective virtual course delivery.
Assists the instructor in utilizing the training platform in support.
Assists the instructor with the creation and implementation of online learning applications.
May draft template memos to the Passport Special Issuance Agency (SIA) requesting passports and visas for official travel for staff.
Delivers, tracks status of, and retrieves passport and visa requests from SIA, using Government provided shuttle buses.
Composes non-standard correspondence on administrative, procedural and policy matters for GTM’s approval.
Processes routine and non-routine training requests for individuals and groups following and interpreting SOPs and established policies.
Maintains records and files in accordance to established timelines, policies and procedures; Performs complex data entry using a variety of proprietary and non-propriety applications (e.g., Student Information System, MS Office Suite, etc.).
Anticipates and prepares materials as needed for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs GTM on matters to be considered.
Reads and interprets publications, procedures, regulations, and directives; acts on, or escalates matters of importance; makes recommendations for process improvements and updates; Reviews, drafts, and edits technical and non-technical documents, reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources.