Job Description:
HunaTek Government Solutions is seeking an Office Manager/Project Coordinator to fill a full-time position in Washington, DC. This opportunity will be on site at the Department of State, with the Bureau of Counterterrorism, EX Office.
Essential Job Functions:
Records Management
Coordinate and facilitate meetings with other CT offices to disseminate information regarding records management program, including structure of the CT shared drive (data infrastructure), SharePoint, and OneDrive.
Coordinate and facilitate meetings with records management stakeholders in the Department related to CT issues.
Research and analyze problems, issues or system requirements and provide analysis and advice to improve records management program effectiveness.
Draft Standard Operating Procedures (SOP) to provide consistency, quality control and cross training to mitigate risks.
Provide support to CT staff to implement records management program.
Tasker Coordinator
Receive and track incoming taskers for the office from OIG, Front Office, or other parts of the Department.
In consultation with EX Leadership, task out to the appropriate staff member for action, setting appropriate internal deadlines to meet external deadline.
Follow up prior to internal deadline to ensure timely submission.
Send out for clearance if necessary.
Provide cleared output to the requestor.
Logistics Coordination
Meet with event hosts to understand the event and its requirements.
Identify available venues and advise on the placement of conference/meeting (event) attendees.
Draft a list of items needed for the event and submit a Work Order for any needed supplies in a timely manner to ensure receipt prior to the planned event.
Establish or receive an attendee list and ensure visitor's access if the venue is within the Department. Coordinate with Diplomatic Security (DS) Visitor's Request office to ensure a smooth entry into Department area.
If offsite, coordinate all aspects of the meeting with the venue POC.
Coordinate A/V support and all other items required with appropriate internal and external offices to ensure event success.
Schedule pre-event walk throughs or technology checks prior to the event.
Provide prior and day of on-site coordination support if necessary for event success.
Management Notice/SOP facilitation
Receive and track Management Notices and SOPs.
Review existing notices/SOPs and make recommendations for updating.
In consultation with EX Leadership, task out to the appropriate staff member for action, setting appropriate internal deadlines to meet external deadline.
Follow up prior to internal deadline to ensure timely submission.
Send out for clearance if necessary.
Disseminate Management Notices or SOPs via multiple methods including email, SharePoint, or in meetings.
Skills and Qualifications Required:
Proven ability to prioritize and multitask assignments often with stringent deadlines without compromising quality control standards/attention to detail in a high energy, high stress, fast-paced environment.
Mastery of the English language such that it supports the ability to draft and provide first review of proposed documents such as Standard Operating Procedures, policy documents, memorandum, and other high-level documents.
Skill in interacting with officials at all levels of an organization in order to obtain acceptance of and cooperation with the EX Director's programmatic agenda, proposals, and preferences. This includes skill in garnering consensus with proposed Standard Operating Procedures (SOPs) and policy changes.
Ability to anticipate needs, and excellence in customer service in all interactions while ensuring attention to detail in all tasks assigned.
Ability to analyze problems to identify significant factors, gather pertinent data, and recognize solutions in order to plan and organize work with minimal assistance, and communicate results effectively orally and in writing.
Ability to anticipate and adapt procedures to meet emergency and quickly changing situations.
Five years Office Management experience with at least one year of project management or program planning.
Associate in office administration, Business, or similar degree.
Top Secret clearance
About Us:
At HunaTek, we build teams of people from all backgrounds with varying levels of experience, knowing firsthand that diversity of thought will strengthen our ability to deliver for our customers. We work hand in hand with Federal civilian and military staff, pulling together to further the interests of our nation and home and abroad.
Whenever possible, we provide opportunities for our employees to learn new skills, obtain certifications, attend industry events, and have some fun together.
Our Benefits:
We offer a comprehensive benefits package designed to make sure our employees and their families have access to good health care, are insured against catastrophic health events, can put money aside for retirement and are able to maintain a healthy work-life balance. For full time employees, these benefits include:
Comprehensive medical, dental and vision
Long-term and short-term disability insurance and term life insurance
401(K) with safe harbor contribution
Paid time off and 11 paid holidays
Tuition and career development assistance
A selection of voluntary benefits
ADA: HunaTek will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.
EEO/AA: HunaTek does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services and is an equal access/equal opportunity/affirmative action employer.
