Program Assistant

Goldbelt, Inc.•Oakland Park, FL

17d

About The Position

The Program Assistant provides administrative support to the Bureau of Western Hemisphere Affairs (WHA) Florida Regional Center (FRC) Training Division. The role supports training operations, staff and student coordination, travel, records, communications, and logistics. The incumbent may be required to remain after hours to support office needs.

Requirements

Two-year or four-year degree from an accredited college or university, or at least five years of relevant work experience.
A Secret clearance is required.
Excellent communication skills and excellent written English and comprehension.
Excellent writing skills; a writing sample must be provided to the COR.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and Microsoft 365; ability to edit text documents, create templates, and use spreadsheets and formulas in Excel.
Ability to work proactively and independently.
Ability to follow up on requests in a timely manner.
Experience supporting multiple clients in a fast-paced environment.
Adaptability to change.
Ability to lift up to 40 pounds when preparing and boxing training materials.

Nice To Haves

Bachelor’s degree in a related field.

Responsibilities

Maintain the Training Director’s and Training Specialist’s schedules, arrange or reschedule appointments, handle requests for training meetings and appointments, prepare background information, and track social arrangements and office obligations.
Research information about training courses and National Foreign Affairs Training Center (NFATC) training guidelines using resources such as the Department’s intranet, Diplopodia, and SharePoint; compile data and conduct preliminary analyses.
Update the Training Division SharePoint page, key points of contact, and internal Field Trainer lists.
Coordinate with the designated WHA point of contact to prepare work orders for training services and office supplies through the Bureau’s internal work order system.
Manage travel arrangements for office staff and Adjunct Field Trainers through E2 Solutions as needed, including travel requests, flights, hotel reservations, passports, and visas.
Coordinate Adjunct Field Trainer travel and work with WHA Budget or the hosting post to obtain fiscal data.
Issue annual solicitations for training requests from WHA posts; coordinate training schedules and calendars with the Training Director, Training Specialist, and regional posts; and announce calendars throughout the region using SharePoint, the WHA Newsletter, and Teams.
Monitor the accuracy of FRC courses in the Department’s Course Catalog and track course enrollment.
Serve as the primary point of contact for students and consult with the Training Specialist or Training Director about responses to issues.
Provide logistical support for training, conferences, and meetings as needed.
Send welcome letters, reserve hotels at approved locations for students and trainers at least one month before FRC classes, and arrange daily shuttles between hotels and the FRC.
Generate and distribute class rosters and upload completed rosters for NFATC files.
Maintain communication templates for enrollment-status notices, course logistics, and responses to frequently asked questions.
Maintain training records, including counts of courses offered at the FRC and overseas posts and students taught, and produce monthly and annual tallies.
Confirm training materials are prepared correctly and produce additional copies as needed before courses begin.
Coordinate with overseas post training coordinators to send training materials; pack and ship supplies so they arrive before training at overseas posts.
Track and follow up independently on requests until completion, and promptly notify the government manager of potential problems.
Maintain and update the WHA Adjunct Field Trainer list to ensure its accuracy.
Retrieve mail daily from the WHA Suite Executive Office or the mailroom.
Serve as the office records liaison, recommend archive practices according to the Records Disposition Schedule (RDS), coordinate compliant file retirements with the Bureau Records Coordinator, attend allowable records-management training, and share updates with the office.