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Program Deputy Director
Provides a full range of administrative support, including establishing and maintaining filing systems, calendars, and other methods of tracking information; preparing administrative forms and documents relating to confidential and sensitive personnel matters; and handling all details pursuant to meetings, conferences, conference calls and other events.
- Systematically evaluates and improves office operations for an extensive organization with varying functions. Develops new methods for coordinating the administrative work of a complex organization with disparate organizational segments requiring complicated administrative controls to accomplish the work.
- Tracks potential agenda topics for various meetings; drafts meeting agendas when applicable; and circulates draft agendas based on defined schedule.
- Drafts meeting notes that are clearly written, accurate, logically organized, and reflect an understanding of the discussion and the overall program. As part of meeting notes, tracks specific actions and action owners.
- Clearly outlines all action items identified in various meetings, the next steps required for the action, and the action item owner. Tracks all items to completion, including coordinating with action item owners to confirm actions have been completed and updates the tracking log accordingly.
- Designs, generates, compiles, and maintains reports, tracking logs, and visual representations for display to the team, intended to synthesize and illustrate data on the assignment of claims, the movement of claims amongst reviewers and through the various stages of review, and the completion of claims based on their established order of priority.
- Serves as the point of contact for travel arrangements for various government team members. Prepares travel expense reports for government personnel, as requested.
- Serves as the liaison with various government offices and PAE and IT as needed to support the team’s overall efforts (for example, conference room schedulers, conference call numbers, etc.).
- Maintains office work policies, procedures, and routines designated to maximize productivity and enhance the utilization of office personnel and equipment resources.
- Identifies the need for administrative or procedural notices or instructions to the staff and prepares the necessary issuances, presenting them for the designated senior staff member’s signature.
- Supports the development of new (and the updates to existing) templates, forms and other materials, including various correspondence, forms, and documents posted to website.
- Supports the development of claimant communications, ensuring appropriate content, tone, formatting, and branding.
- Serves as one of the main liaisons for government IT personnel and website developer.
- Tests the website, including all impacted files and links, after every update to the live site to ensure accurate posting. Notifies the team and drafts email to law firms with the details of each update as soon as it is live, tested, and confirmed.
- Supports the team’s knowledge management in all current locations where information is stored (such as SharePoint and network drives); ensures content is kept up to date and helps to remove redundancy, enabling easier access to files for team members, and ensures version control is maintained.
- Continually looks for ways to help broader team achieve goals; anticipates issues and raises them for discussion; identifies opportunities for improvements in cross-team communications and activities.
- Must be able to obtain a government security clearance.
- Undergraduate degree with a minimum of 2-3 years of similar work experience.
- Proven experience identifying and addressing executive needs, including building relationships, communicating internally and externally in an organized and knowledgeable manner, demonstrating flexibility in prioritizing and completing tasks, and effectively communicating potential conflicts to senior leaders.
- Proficiency in PC applications, including MS Office, including experience with MS Word formatting, styles, layout, text boxes, and templates; MS Excel intermediate level user or above, capable of filtering and sorting large data sets, pivot tables, and creating charts and graphs; MS PowerPoint template development, including application of previously-defined formats.
- Ability to work directly with senior government officials and collaborate effectively with team leads and team members. Anticipate what is needed for program and team success.
- Excellent writing and communication skills, with the ability to write in various formats and tones specific to the intended audience and purpose. Work well under intense pressure, tight deadlines, and need for 100% accuracy.
- Experience with federal government programs is ideal.
- Experience with SharePoint, including creating sites, libraries, folders, and templates, and organizing a large number of files and folders to meet users’ needs.
PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.
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