The immediate objective of this order is to provide administrative staff to assist with Administrative Support for the U.S. Field team and also provide IT Technical Administrative support to the Office of Administrative Services within GM. Administrative Support for the U.S. Field will consist of performing sensitive and highly visible administrative functions for executives of the U.S. Field. This position requires excellent verbal, writing and overall communication skills. The Executive Assistant role plans and produces executive correspondence, operates general office equipment and is proficient with Office Suite software applications. The Executive Assistant will manage multiple schedules and calendars. This position often has access to activities of a highly confidential nature that may require comprehensive knowledge of organizational policies, practices, and procedures. This position must also be able to administer specialized programs. The contractor will also provide separate staff that will be assigned GM IT technical administrative support. This support includes responsibilities with management objectives relating to IT assets and special projects. Specifically, the contractor shall supply staff responsible for supporting several IT strategic initiatives, which involve conducting interviews with stakeholders in appropriate spaces, assessing and compiling relevant data for appropriate federal intervention, and forming feasible strategic recommendations to meet the program’s mission-specific IT asset needs.

The Office of Administrative Services (OAS) was created to provide operational support services of the highest quality to Global Markets (GM) and International Trade Administration (ITA) staff. The OAS provides objective, fair and consistent advice and guidance to GM through the dissemination of information on policies and processes. As a customer advocate, the OAS team works to obtain the voice of the customer and advocates on behalf of GM. OAS routinely provides administrative and program management oversight within GM. Using this valuable feedback and experience working with other GM customers, OAS is able to recommend improvements to several important key program and administrative areas. OAS partners with ITA and the Department to ensure best program administrative management systems are implemented. Administrative IT Services will be needed for the Office of Administrative Services, Administrative Services will be needed for the U.S. Field team within Global Markets as well.

• Manages IT automated systems for implementation and operations and maintenance.
• Work with supported organizations to define requirements and service level agreements (SLAs), analyze and diagnose difficult and medium to complex hardware, software, systems and business processes and other workflow problems that are reported by users within supported organizations pertinent to a wide variety of applications, operating systems and IT equipment and then oversee or develop the proper work instructions in accordance with policies, standards, and approvals.
• Typically reports to a project leader or manager.
• Attends the weekly Business Unit Liaison (BUL) meeting on behalf of your respective Business Unit (BU)
• Responsible for sharing information discussed in BUL meeting with OAS staff as well as GM BU staff in Domestic, Overseas and HQ locations
• Serves as the primary conduit between the OCIO team and BU for IT equipment, applications, and processes, includes:
  o Lead for managing purchases, distribution, shipping and associated processes
  o Where to purchase approved equipment – CSP Portal
  o Process of how to purchase approved equipment
  o Monitoring and compliance of purchased equipment
  o Shipping/distribution, as well applicable State Department processes
  o Lead for responding to business user questions and requests
• Be the expert on any regional special IT requirements and respond to requests for information of such requirements as needed. (Such as, China has special NIC card requirements.)
• Be the expert and document the specific security policy for equipment per site (RSO) Policy.
• Maintains up to date shipping information for each post, to include Customs requirements, and any additional requirements associated with shipping IT equipment to each post.
• Track all IT shipments identified by the COR, to and from point of origin.
• Assist with maintaining Department of State Pouch contract for shipping.
• Reconcile current staff with equipment in field, and issue a report on this reconciliation every 30 days. This report shall include desktop, laptop, and printer devices.
• Reconcile active equipment (OCIO network report) with equipment in field (Sunflower) and issue a report on this reconciliation every 30 days. This report shall include desktop, laptop and printer devices.
• Coordinate with property personnel to make sure new equipment is in Sunflower and activated (in use) in a timely manner.
• Account for/survey intern needs for equipment.
• Implement onboarding process for equipment to be used on ITA network.
• Sustain worldwide list of software/licenses procured. (Adobe/Language software).
• Maintain and plan for complete PC refresh at end of life cycle. Recommendation for refresh will come from OCIO.
• Create closeout/surplus of IT equipment process, with the assistance of OCIO.
• Work closely with Global Markets Property Accountability Officer and ITA Property Accountability Officer, and meet weekly at a minimum to discuss future IT needs and surplus of equipment.
• Liaison between BU Approver vs BUL vs Business Relationship Manager (BRM)
• Provides advice on strategic direction, management and oversight for BU
• Assists with receiving approvals of capability requests
• Meets regularly with BRM to address questions, concerns and serves as the point of escalation for BU
• Responsible to submitting a weekly report to the Director of OAS no later than COB each Wednesday reporting on the activities for the week.
• Assists GM BUL Lead for operational functions and day-to-day assistance for respective business users
• Lead for strategic conversations between OCIO and BU on business needs, applications and questions
• Serves as the point of escalation for OCIO and meets regularly with BU Approver

• 4+ Years IT work experience
• 1+ Year Web maintenance experience
• Knowledge of Outlook and Microsoft Office Suite (MS) products
• Advanced Proficiency in Project Management Concepts
• Advanced knowledge reading, editing, generating graphs and performing calculations in MS Excel
• Excellent writing and communication skills
• Ability to compile and analyze data and provide recommendations based upon advanced analysis
• Ability to analyze programs and processes to determine effectiveness
• Ability to operate independently to complete tasks and succeed in a fast-paced environment

BS/BA degree in a related area (or equivalent)

At Ardent Eagle Solutions, we offer a comprehensive benefits package to our employees and their families:

• Medical/Dental/Vision Coverage
• Matching 401(k) Plan
• Continuing Education Assistance
• Paid Time Off

This job description is intended to describe the general scope of work and level of work that is needed to perform while on task with Ardent Eagle Solutions. Other duties may be assigned. Selected candidates may undergo a government security investigation and must fulfill eligibility criteria for accessing classified information. US citizenship may be a prerequisite for certain roles.
 
Ardent Eagle Solutions is an Equal Opportunity Employer

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