TIA Office Coordinator

The Tatitlek Corporation•Arlington, VA

13d•Onsite

About The Position

This position is in the Office of Open-Source Intelligence, Threat Investigations and Analysis (TIA) Directorate, Bureau of Diplomatic Security (DS), Department of State. TIA’s mission is to provide DS with the means to track, analyze, disseminate, and investigate threat information for our embassies and consulates, as well as for the private sector. The offices within TIA coordinate with U.S. law enforcement and the Intelligence Community to produce timely intelligence products to warn of threats to our facilities and personnel overseas. The Office Coordinator will be responsible for providing the full range of direct administrative and office management support to the OSN Deputy Assistant Director (DAD) and OSN Front Office staff. The Office Coordinator reports directly to the OSN Mission Support Team Lead. The selected candidate will be assigned duties specific to the programmatic needs of the individual office to ensure direct administrative support to the Office Director; coordination with other administrative, operational, and logistical entities both inside and outside of TIA; and continuity of executive level activities. The Office Coordinator will conduct duties and responsibilities in accordance with Department and DS policies and applicable security regulations. The selected candidate will occupy a highly trusted position that requires analytical and specialized technical skills which will enable them to perform all aspects of the job in a thorough and timely manner. They will exercise independent judgment, as well as a high degree of problem-solving ability within the scope of work. He/she will work closely with the TIA Special Assistant, TIA Front Office staff, TIA DADs and resource personnel, other DS and Department personnel, and may engage in frequent contact with related government offices/department.

Requirements

U.S. Citizenship required
Five (5) years of specialized experience, in lieu of degree.
Three (3) years specialized experience.
Ability to work in a fast-paced environment and meet deadlines under pressure.
Knowledge of advanced management, support, and organizational skills, including the application of a wide range of qualitative and quantitative methods, in order to conduct surveys and studies of Directorate organizations and operations to assess productivity and efficiency.
Comprehensive knowledge of the Bureau’s and the Department’s structure, missions, functions, and operations to coordinate extensive studies related to assessing and improving the Bureau’s organizational structure, workflow, staff size, and occupational mix.
Ability to communicate orally to liaise with management officials and present recommendations to management.
Ability to communicate in writing to develop policy, guidance, instructions, and reports of findings and recommendations as well as to write reports, correspondence, and other documents.
Must be proficient with Microsoft Office to support reporting and tracking work activities, particularly SharePoint, Word, Outlook, and Excel.
Must have excellent written and oral communications skills, and the ability to interact with individuals at all levels.
Must have excellent organizational skills, attention to detail, and the ability to work independently and as a member of the team.
Must have a valid state or District of Columbia driver’s license.
DoD Secret or higher security clearance, with the ability to obtain and maintain a Top-Secret clearance.
Must have the ability to obtain and maintain a security clearance.
In addition, a satisfactory background screening, negative drug test, positive references and proof of identity and legal authorization to work in the United States are required.

Nice To Haves

Business, Management, or related fields (for degree)
Department of State experience

Responsibilities

Managing projects in accordance with the statement of work, budget, and scheduled deliverables.
Providing recommendations regarding project management and participating in the development of project management practices, procedures, and processes.
Providing a managed structure of data for decision-making and recommending courses of action.
Tracking, updating, and preparing reports on various security issues.
Developing agendas in coordination with managers, facilitating meetings as required, and editing meeting minutes.
Assisting with special projects to include special presentation charts, model development, forms development, and project management training.
Providing consulting services on international security issues and environments to members of management, professional staff, and private sector representatives.
Drafting and reviewing reports and other products intended for release to private sector constituents to ensure technical merit, style, and content reflect the highest quality.
Coordinating with Senior Officers, Intelligence Community, other Government agencies and private sector representatives on pertinent security issues and program objectives.
Serves as the primary point of contact for the OSN DAD’s calendar. Coordinates with Office Management Specialists (OMS) within TIA and/or personnel from other directorates or agencies to schedule appointments/coordinate internal and external meetings for the OSN DAD.
Serves as the point of contact for new hires/newly transferred employees to ensure a smooth transition into the TIA Front Office; create/transfer computer accounts, request badges and appropriate accesses, assist with setup for wireless devices. May assist with onboarding efforts for new hires in TIA program offices as needed.
Assists the TIA Resource Manager with ensuring all workstations are provisioned with appropriate equipment and that all equipment is in good working order. This may include tracking the replacement life cycle of assets.
Serves as the visa coordinator for the OSN DAD. As the coordinator, he/she must ensure that visa requests for DAD travel are prepared and dropped off in time to allow sufficient visa processing time.
Maintains the access roster to a Sensitive Compartmented Information Facility (SCIF) and ensures classified documents are destroyed at the end of each day.
Serves as the primary timekeeper for OSN personnel and serves and back up for the office directors for each of TIA’s program offices.
Serves as Travel Arranger for the OSN DAD and Office staff; processes reservations, authorizations, and vouchers on behalf of travelers; serves as the back-up Travel Arranger for the TIA Directorate.
Ensures that the contact information listed on the Department’s Organizational Directory and TIA OSN’s SharePoint sites is updated to reflect appropriate contacts and job titles.
Monitors and maintains office supplies for the office; processes all office procurement to include supplies, equipment, furniture, and computer hardware, following approval from TIA’s ResourceManager. May also complete procurement orders for subordinate offices as needed.
Coordinates logistical and facility service requests and deliveries as needed.
The incumbent of this position will perform driving duties. He/she will be responsible for maintaining the vehicle and service logs for the Office’s government owned vehicle.
Driving duties will include driving the DAD to meetings, driving required to facilitate obtaining foreign visas, and hand-carrying information between the Department and DS Headquarters.
Participates in special studies of the administrative or management aspects of sensitive situations identified by the Bureau, Department, or external audit organizations. The incumbent gathers facts and analyzes results relevant to the specific issues he/she has been assigned to investigate and collaborates with other appropriate organizations in gathering and analyzing facts and data. Formulates conclusions and recommendations for action and submits them for incorporation into a formal written report and oral presentations, as necessary, for various levels of management.
Other duties and projects as assigned.