Event Program Assistant -3342
Bering Straits Native Corporation


Job Info


Overview

Visit our website at www.beringstraits.com to apply!

SUMMARY

Arcticom, a subsidiary of Bering Straits Native Corporation is currently seeking a qualified Event Program Assistant for a Department of State project in Washington, DC. At the direction and guidance of the Direct Candidate Engagement (DCE) Coordinator, the candidate will assist and support the Diplomats in Residence (DIRs) and the national recruiters.

The Event Program Assistant is responsible for coordinating all Recruitment Division (REC) events and engagements. This specialized position is responsible for entering recruitment information, publishing it on careers.state.gov before an event, and sending evaluations post-events. The candidate will coordinate with all national recruiters and Diplomats in Residence to collect necessary event information. The candidate also coordinates with the DIRs and national recruiters to plan virtual and in-person event logistics. Serves as a liaison with GTM/EX and other applicable DOS offices to ensure claims are processed and paid in a timely and efficient manner. This position requires in-person office presence as needed.

Responsibilities

ESSENTIAL DUTIES & RESPONSIBILITIES

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned.

  • Enters recruitment event information into the Yello database,
  • Creates a tiny URL to register participants either in advance of the event (with relevant Yello auto-response prior to the event, such as Zoom log-on information) or during and after the event, and a follow-up message for registrants.
  • Works with the DIRs and national recruiters to plan the logistics of virtual and in-person events which include identifying contacts; soliciting interest; identifying a date, time and format (in-person, virtual); determining length and format;
  • Creates promotional materials; and advertising the event through Department channels and third-party influencers.
  • Enters all payment request information into the Events Payment SharePoint site, first securing NDAA 889 certifications from gov or, if unavailable, coordinates with recruiters to secure NDAA 889 forms from event organizers and follows up on payments as necessary
  • Through Yello, captures data on events and registrants to inform recruiter activities, REC strategic planning, and data calls with other GTM offices and bureaus.
  • Progressively, runs reports in Yello at the direction of recruiters or REC leadership, routinely runs reports independently according to SOPs and schedules, and with TAC's data analysts (including REC's Management Analyst),
  • Analyzes the data to inform the leadership of trends and best practices.
  • Supports travel arrangement and vouchering through E2 for Diplomats in Residence and national recruiters
  • As time allows, support individual recruiting events, including pre-event preparation of materials and online support for virtual events.
  • Process and track OF-1164s (out-of-pocket expenses) and representational claims for recruiters.
  • Liaison with GTM/EX and other applicable DOS offices to ensure claims are processed and paid in a timely and efficient manner
  • Supports the program staff in their duties of inventory management of phones, tablets, laptops, displays, and recruitment materials.
  • Manage careersss@state.gov inbox, and respond to all correspondence from prospective candidates through the Department's primary public-facing email address for recruitment.
  • Collaborate with other GTM offices, other bureaus, recruiters, and volunteer recruiters as needed to ensure that inquirers receive information and guidance that is complete, accurate, and timely and support other tasks as assigned.
  • This position requires in-person office presence as needed.
Qualifications

QUALIFICATIONS - EXPERIENCE, EDUCATION, AND CERTIFICATION

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Conducting research, and studies and applying analytical, factfinding, and problem-solving techniques.
  • Establish and maintain a good working relationship with managers, program officials, and employees to obtain and exchange ideas and information, discuss issues and problems, and recommend solutions and alternatives.
  • Knowledge of the agency's policies and practices to review and modify correspondence, briefings, and a variety of written work products.
  • Knowledge of administrative regulations, operating procedures, and techniques to evaluate compliance with regulations and procedures.
  • Work effectively in a team-oriented environment.
  • Collaborate with coworkers, partners, and customers.
  • Communicate information to diverse groups verbally and in writing. Convey potentially controversial information in a clear and concise manner

KNOWLEDGE, SKILL, ABILITY, AND OTHER CHARACTERISTICS
  • Analyzes the issues in the assignment, then selects and applies accepted analytical techniques such as task analysis, work simplification, workflow charts, workload measurement, and trend analysis to the resolution of procedural problems affecting the efficiency, effectiveness, or productivity of the process under study.
  • Informs the supervisor of potentially controversial findings, issues, or problems that may have a far-reaching adverse impact on program operations and efficiencies
  • Aids on controversial issues or on the application of qualitative or quantitative analytical methods to the study of subjects for which precedent studies are not available
  • Prepares a narrative report containing a statement of the issue or problem, background, observations, options for change, and recommendations for action
  • Must be skillful in approaching the individual or groups in order to obtain the desired effect, or to achieve a common understanding of the problem and a satisfactory solution by convincing them, arriving at a compromise, or developing suitable alternatives
  • The work involves establishing criteria, formulating projects, assessing program effectiveness, and analyzing a variety of unusual issues that are usually addressed by the office director.
  • Evaluate and set deadlines for completing the work.
  • Assign priorities among the various projects as well as deadlines for hitting specific milestones within a project
  • Use judgment in interpreting the guidelines
  • Uses personal initiative and resourcefulness in developing improvements to existing processes and in developing new approaches to accomplishing the work
Required (Minimum Necessary) Qualifications
  • 2-3 years of Knowledge of the agency's policies and practices
  • 4-5 years of Strong experience in administrative regulations, and operating procedures
  • 4-5 years of Strong verbal and written communication skills
  • Knowledge and experience with the Department of State
  • Experience with Microsoft (Excel, PowerPoint, and Word)
  • SharePoint experience
  • Experience reporting and analyzing data
  • Active Secret Clearance
Preferred
  • Experience with Yello
  • Experience with Adobe Creative Suite
  • Experience with Sam.gov

NECESSARY PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employee must maintain a constant state of mental alertness at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Essential and marginal functions may require maintaining the physical condition necessary for bending, stooping, sitting, walking, or standing for prolonged periods of time; most of the time is spent sitting in a comfortable position with frequent opportunities to move about.

COVID VACCINATION REQUIREMENTS

This position is not currently subject to federal or company requirements regarding COVID-19 vaccination or regular testing, but this is subject to change at any time. Employees are expected to comply with all current and future federal and company requirements.

WORK ENVIRONMENT

Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job.

The job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse, and multi-line telephone system. The work described herein is primarily a modern office setting. Occasional travel may be required.

SUPERVISORY RESPONSIBILITIES
  • No supervisory responsibilities.
ADDITIONAL QUALIFYING FACTORS

As a condition of employment, you will be required to pass a pre-employment drug screening and have acceptable background check results. If applicable to the contract, you must also obtain the appropriate clearance levels required and be able to obtain access to customer locations.

Shareholder Preference. BSNC gives hiring, promotion, training and retention preference to BSNC shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

Bering Straits Native Corporation is an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender, or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.

Equal Opportunity Employer/Veterans/Disabled

We participate in the E-Verify Employment Verification Program. We are a drug free workplace.


This job has expired.

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