OverviewHighlight is seeking a detail-oriented Program Assistant to provide high-level administrative support to USAID’s Bureau for Policy, Planning and Learning (PPL) Office of Learning, Evaluation, and Research (LER). This fast paced office supports the Agency's transformation into a learning organization that captures and disseminates knowledge gained from experience, builds Agency staff capacity to generate information and evidence through monitoring and evaluation for what does and does not work in development and to use evidence to guide program and policy decisions.
You will be responsible for assisting with daily tasks; drafting memos and other written communications, organizing and coordinating both internal and external meetings, supporting USAID Directors, as well as other activities.
Responsibilities Scheduling and Managing Calendar for Director and Deputy and Agency Evaluation Officer (if requested):
- If requested assist in scheduling and manage the calendar of Director and Deputy Director.
- Manage and update LER leave calendar.
Meetings
- Collect agenda items for the following and provide hard copies when requested:
- LER staff meeting (bring hard copies)
- LER Leadership Team meeting (pull up on computer screen)
- LER check in w/DAA (provide hard copies in advance)
- LER/SPP Check in (provide hard copies in advance)
- Facilitate video and audio conference call setup and troubleshoot.
- Document decisions made in meetings and share.
- Schedule conference rooms for meetings working with front office staff.
- Escort external guests to meetings.
- Assist with other meetings as available/interested.
Office Operations and Management Assistance
- Troubleshooting general office issues and answering LER staff questions.
- Keep the office Standard Operating Procedures up to date.
- Periodically compile office supply needs and present to AMS for Front Office approval.
- Member of “LER leadership team” with the Director, Deputy, and Program Analyst.
- Maintain record of tasks assigned and their status and provide weekly updates during check-ins.
- Point person between LER and AMS.
Clearances
- Manage LER’s clearance process.
- Main LER POC with PPL front office on “taskers” for the PPL AA, USAID Administrator, and LPA requests.
- Collaborate with SPP’s Program Assistant (and other office PAs) to process intra-office clearances.
- Records Management.
- Organization and maintenance of working files (P drive, google drive, etc.)
- Tracking AEFs for staff (CS and FS).
- Official records management for office (file custodian).
Space and Staff Onboarding
- Track and support office space use and planning.
- Support LER staff onboarding:
- Creating and sharing onboarding material
- Connecting with office resources
- Adding to calendar invites and listserves
- Update space nameplates, PPL/LER google group, office emergency contact list, and office organogram as staff come and go.
- Update staff profiles.
Travel
- Travel management and planning for Director and Deputy if requested.
- Processing travel memos and waivers with Agency travel agent (currently CI Travel) and M bureau.
- Electronic country clearances.
- Visa applications/processing.
- Track LER travel data from the PPL Travel Tracker spreadsheet to ensure LER director timely input.
Time and Attendance
- Timekeeper for office – send out reminders, and help input/validate hours for staff if needed.
Special Projects
- Research items or issues for Office Director or Deputy.
- Brown Bag Coordination.
- TDY Tracking.
Qualifications- U.S. Citizenship required.
- Bachelor’s degree.
- 2 or more years of experience working in a related position.
- Ability to obtain and maintain a Secret level clearance.
About HighlightFor over ten years, Highlight has provided Development and Modernization, Secure IT, and Mission Solution services to our federal government customers. Our team knows the technology; we understand how our customers and their stakeholders work; and we know how to implement industry best practices to deliver high-quality, end-to-end solutions that minimize risk and maximize results.
Since our inception, Highlight has had an employee-first mindset. Our mission is to provide employees with rewarding and impactful career opportunities. In 2021, Highlight’s founder and CEO, Rebecca Andino, implemented an Employee Stock Ownership Plan to embody and expand our culture of transparency, teamwork and rewarding the work of our employees. By becoming an ESOP, our employee-owners share in the success of the company through their ownership stake. To learn more about ESOPS, check out: www.esopinfo.org.
We’re an Equal Opportunity Employer (EOE) that empowers our people to fearlessly drive change - regardless of their race, color, religion, sex, gender identity, sexual orientation, national origin, disability, veteran status, or other characteristics. Our team is dedicated to foster diversity within our teams to promote creativity, innovation, and teamwork to deliver the best solutions for our customers.
To receive compensation and benefits information for this role, contact us or email us at [email protected] Please include the Req ID (this is at the top of the posting under the position title) in the subject line of the email.
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