Program Support Specialist- 536199

The Bureau of Overseas Buildings Operations (OBO) directs the worldwide overseas building program for the U.S. Department of State. Working with other offices and bureaus, foreign affairs agencies, and Congress, OBO sets worldwide priorities for the design, construction, acquisition, maintenance, use, and sale of real properties and the use of sales proceeds. As the single real property manager for the U.S. government's diplomatic facilities overseas, OBO's portfolio spans more than 280 worldwide missions and over 80,000,000 square feet of functioning property. OBO's primary mission is to provide safe, secure, and functional facilities that represent the U.S. government to the host nation and support the Department's staff as they work to achieve U.S. foreign policy objectives abroad.

The Program Development, Coordination, and Support Directorate (PDCS) is responsible for the design, coordination, and management of OBO's construction and renovation programs.

The Office of Design and Engineering (DE) provides expertise in architecture; landscape architecture; space programming; space planning; interior design; graphic design; sustainability; civil, structural, seismic, blast, geotechnical, electrical, and mechanical engineering; energy; telecommunications; and security. Working with Planning and Real Estate, DE develops the Space Requirements Programs (SRP) which serves as the basis of design for all projects. DE also coordinates the design of OBO's building program, managing designs from planning through construction. DE monitors the performance of architecture-engineering contractors hired to execute OBO's projects. The office serves as the building code official, confirms the technical adequacy of construction documents, and issues building permits. The Energy group (NRG) provides multidisciplinary expertise for high performance buildings, planning, design, engineering, construction, utility management, and maintenance of OBO projects.

• The Program Support Specialist shall assist the Office Director and Division Chiefs to ensure that assigned tasks and office operations are effectively coordinated and scheduled.
• Prepares / reviews correspondence, reports, presentations, and other documents while ensuring correct grammar, punctuation, and in accordance with established procedures/regulations.
• Assists with collecting, organizing, and incorporating data for a wide range of documents (e.g., Project Authorization Documents and Memoranda, Course of Action, and Project Development Package, etc.)
• Types and edits letters, memoranda, cables, reports, and other material as directed, using office automation software and equipment; and drafts some correspondence under appropriate supervision
• Schedules meetings, appointments, and conferences (sometimes large scale in nature) in accordance; remind attendees of scheduled events to ensure prompt and timely attendance; reschedule appointments when it is clear not all commitments can be made or contact other personnel to attend meetings in lieu of the supervisor, when necessary.
• Provides necessary assistance to the Division Chief for meetings and conferences to include scheduling, taking, and distributing meeting minutes and following up on assigned actions, etc.
• Receives visitors, phone calls, and email requests; determines nature of request/urgency and answers or refers to the appropriate person; follow up as needed.
• Reads incoming publications, regulations, and directives that may be important to the activities of the staff; refers those of importance or interest to appropriate individuals; receives requests for information and ensures information is assembled within the specified time
• Tracks and completes time and attendance requirements.
• Makes travel arrangements and prepares travel orders and vouchers in accordance with the preferences of the traveler and in accordance with Department and Federal procedures and regulations; notifies organizations to be visited; keeps in touch with staff in route.
• Research information that is difficult to obtain, compiles data, makes preliminary analysis for the supervisor or other staff officers, as appropriate.
• Maintains files, records, and reports accurately through spreadsheets, charts, graphs, etc.
• Supports program activities; assists in coordinating the implementation of projects within a portfolio.
• Aid in managing program budget formulation; analyze budget proposals and assists with preparing justifications and memoranda for presentations to OMB and Congress.
• Aid in evaluating program effectiveness in relation to the funding expended for regional programs.
• Performs administrative duties when required to support program requirements.
• Aids in requisitioning office supplies, printing support, and related materials.
• Communicates with Office management and co-workers in both informal conversations and formal presentations, and delivers short briefings and presentations concerning administrative, clerical, and other non-technical matters.
• Prepares drafts of reports on the status of goals and objectives attainment; assists in analysis of current operating programs within the DE to evaluate their actual and potential effectiveness in meeting objectives; and prepares briefing materials for the Director and other key staff on the results of these analytical studies.
• Assists in evaluating the impact of existing and proposed programs on available resources and drafts recommendations for alternative courses of action.
• Gathers and collects data or information following routine search procedures; conducts research in Office, files, other files, and databases to locate data and background information, as requested; and assembles and summarizes data, background information, and other materials from publications and other sources.
• Assists the DE managers in coordinating and monitoring the implementation of planning activities to ensure accomplishments of objectives; helps in the identification of unresolved issues that arise during implementation; and checks back periodically to see that the implementation is proceeding as planned.
• Maintains personnel, contract, and office files.
• Management of administrative details, and other duties as assigned.

• Must be a U.S. citizen.
• Skilled in the use of basic and advanced features of the Microsoft Office suite, including Teams, Excel, PowerPoint, Word, and other applications such as SharePoint, as well as other automated systems used by the Office, and the ability to learn and apply new software variations as they affect Office operations.
• Ability to extract detailed information from various sources, accurately capture that information in the appropriate system or document and monitor status of information to prepare reports for management use.
• Ability to review office administration processes, problems, and issues and provide recommendations based on findings.
• Skilled in oral and written communication which enable the contractor to ensure facts, ideas, and instructions in a succinct and organized manner to advise and otherwise interact with other Office members on staff actions, reports, tasks, office correspondence and the use of automated office equipment, and with managers and others external to the Office with whom business is conducted or operational requirements are discussed
• Ability to provide excellent customer service.
• Skill and ability in managing multiple concurrent activities of varying complexity, including changing priorities and short turn-around times.
• Possess a mastery of basic concepts, principles, and practices of a Program Analyst that enables the incumbent to understand the wide range of State Department office duties.
• Exercise appropriate management controls over entrusted assets and operations in accordance with applicable laws and regulations.
• Program Support Specialist III – Minimum of four (4) years of related experience.

Other Duties: 
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.