Special Assistant - Supervisor

Type of Requisition:

Regular

Clearance Level Must Currently Possess:

None

Clearance Level Must Be Able to Obtain:

None

Public Trust/Other Required:

MBI (T2)

Job Family:

Program Delivery and Execution

Job Qualifications:

Skills:

Leadership, People Management, Process Improvements

Certifications:

None

Experience:

6 + years of related experience

US Citizenship Required:

No

Job Description:

Special Assistant - Supervisor

Position Description:

GDIT is hiring a Special Assistant (SA) to support The Office on Trafficking in Persons (OTIP). The SA is an integral member of the agency, with primary responsibilities in providing support to the OTIP Director and Deputy Director while working in close partnership with other federal and contractor staff to provide administrative and technical support in a variety of areas. The SA provides daily support and is responsible for special projects within the office. Additionally, this position will also provide supervisory oversight to all GDIT contractors on the OTIP team.

Position Duties:

Maintains all duties of the Special Assistant as described below:

• Manage the OTIP Director’s schedule and provide reminders around important deadlines as needed; provide support by tracking and maintaining information workflows.

• Provide scheduling and administrative support to the Director and Deputy Director, as required.

• Coordinate travel and meeting arrangements, answer phones, file, and sort and distribute mail.

• Coordinate and prepare briefing materials and presentations to include research and background briefings for the Director.

• Develop key resource materials for attendance at meetings, conferences and seminars by preparing briefing material in coordination with other OTIP staff.

• Manage communications with internal and external partners and participate in outreach and coordination efforts in conjunction with other OTIP staff.

• Maintain SharePoint and Microsoft Teams workflows and document repositories, ensuring consistent standards of document organization and collection across the agency.

• Recommend procedures that will improve the efficiency and effectiveness of workflows. Assist the management analyst in drafting Standard Operating Procedures for reoccurring processes.

• Support staff in requesting leadership review/approvals/meetings, coordinate office workflows; Upload and edit documents to an office-wide SharePoint/Microsoft Teams/SWIFT sites.

• Support coordination of inter-agency and international visitor meetings, escort guests; compile meeting agendas and minutes as needed.

• Support Program and Management analysts with coordinating responses to external email accounts.

• Support compilation and analysis of various contract, program, and financial data using various database programs, and prepares monthly status reports based on the results, as needed.

• Process travel and expense reports.

• Book and organize domestic and international travel arrangements for senior management (via Concur Travel and EMP Travel) and process travel vouchers upon senior management’s completed travel.

• Provides direct assistance with the processing and mailing of Child Eligibility, Eligibility and Interim Assistance and Adult Certification Letters.

• Complete and respond to all denial of assistance signed by the Director, file and process file requests from attorneys seeking client information.

• Analyze and evaluate documents submitted via SWIFT from federal agencies and outside stakeholders to determine dissemination within internal offices, and drafts responses to SWIFT requests, as appropriate.

• Participate in selected internal and external meetings, conduct research and provides background information in preparation for meetings; coordinates and moderates staff meetings; serves as the liaison to administrative staff of other agency offices/divisions; manages workflow by monitoring and adapting schedules based on assessment of level of importance, sensitivity, and confidentiality.

• Participate in special projects as required.

Maintains all duties of the Supervisor as described below:

• Monitors OTIP/GDIT Staff and assists with training new hires:

  • Monitors the progress of individual team members on an ongoing basis to ensure that the team meets the customer’s deadlines.

  • Provides updates and new guidance to the team as the customer directs.

  • Provides technical assistance to team members as needed.

• Provides training for new staff on all elements of OTIP programming and GDIT processes.

• Monitors OTIP program areas being supported by GDIT staff and provides suggestions on process improvement when applicable.

• Provides oversight of the quality of work and deliverables to the customer.

• Supervises OTIP/GDIT staff:

  • Monitors staff workload and distribution of work.

  • Monitors staff performance, providing additional training and feedback as needed.

  • Completes Performance Improvement Plans (PIPs) as necessary.

  • Completes annual performance evaluations and monitors staff’s progress towards annual goals.

• Reviews monthly reports; Approves and submits consolidated reports as needed.

• Reviews and approves timecards, AWS requests, scheduled telecommuting requests, leave requests, and expense reports as applicable.

  • Consults with Federal manager regarding holiday travel schedules to confirm adequate coverage.

  • Ensures appropriate coverage planning extended staff leave outages or position vacancies.

• Serves as primary point of contact for stakeholder questions, requests, or concerns as it relates to the OTIP/GDIT staff or overall program output.

  • Conducts regular check ins with federal managers as it relates to GDIT staff performance, tasking and coverage planning, where necessary.

• Additional responsibilities as assigned.

Qualifications:

• Requires a bachelor’s degree in a related discipline with 6-7 years of related experience. Advanced degree preferred.

• Supervisory experience preferred and/or demonstrated leadership capability.

• Excellent organizational skills and attention to detail.

• Demonstrated experience handling sensitive matters such as personnel actions, communications between senior leadership requiring limited access and distribution.

• Previous experience supporting government or executive leadership required.

• Prior experience in the fields of anti-trafficking, immigrant and refugee services preferred.

• Self-motivated with demonstrated qualities of integrity.

• Excellent collaboration skills; able to work synergistically with other team members.

• Highly productive with minimal direct supervision.

• Excellent written and verbal communication skills.

• Excellent analytical skills.

• Expertise in MS Office including MS Word, Excel, and PowerPoint.

Additional Requirements:

• This position requires an existing Public Trust or the ability to obtain one.

• This is a hybrid role; associated duties will be performed on-site at a government facility located in Washington, DC at least three days per week, with other days being performed remotely.

GDIT IS YOUR PLACE
At GDIT, the mission is our purpose, and our people are at the center of everything we do.

• Growth: AI-powered career tool that identifies career steps and learning opportunities

• Support: An internal mobility team focused on helping you achieve your career goals

• Rewards: Comprehensive benefits and wellness packages, 401K with company match, and competitive pay and paid time off

• Community: Award-winning culture of innovation and a military-friendly workplace

OWN YOUR OPPORTUNITY
Explore a career in program management at GDIT and you’ll find endless opportunities to grow alongside colleagues who share your passion for the mission and delivering results.

The likely salary range for this position is $93,662 - $120,750. This is not, however, a guarantee of compensation or salary. Rather, salary will be set based on experience, geographic location and possibly contractual requirements and could fall outside of this range.

Scheduled Weekly Hours:

40

Travel Required:

Less than 10%

Telecommuting Options:

Hybrid

Work Location:

USA DC Washington

Additional Work Locations:

Total Rewards at GDIT:

Our benefits package for all US-based employees includes a variety of medical plan options, some with Health Savings Accounts, dental plan options, a vision plan, and a 401(k) plan offering the ability to contribute both pre and post-tax dollars up to the IRS annual limits and receive a company match. To encourage work/life balance, GDIT offers employees full flex work weeks where possible and a variety of paid time off plans, including vacation, sick and personal time, holidays, paid parental, military, bereavement and jury duty leave. To ensure our employees are able to protect their income, other offerings such as short and long-term disability benefits, life, accidental death and dismemberment, personal accident, critical illness and business travel and accident insurance are provided or available. We regularly review our Total Rewards package to ensure our offerings are competitive and reflect what our employees have told us they value most.

Our Identity Verification Process:

As part of the hiring process, we will ask you to complete an identity verification process that leverages advanced biometrics and artificial intelligence to ensure authenticity and protect against identity fraud. You are expected to be on camera during virtual interviews. We reserve the right to take your picture to verify your identity and prevent fraud. By proceeding, you authorize the collection, processing, and use of your biometric data for identity verification and security purposes.

About Our Work:

We are GDIT. A global technology and professional services company that delivers consulting, technology and mission services to every major agency across the U.S. government, defense and intelligence community. Our 26,000 experts extract the power of technology to create immediate value and deliver solutions at the edge of innovation. We operate across 50 countries worldwide, offering leading capabilities in digital modernization, AI/ML, Cloud, Cyber and application development. Together with our clients, we strive to create a safer, smarter world by harnessing the power of deep expertise and advanced technology.Join our Talent Community to stay up to date on our career opportunities and events at

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Equal Opportunity Employer / Individuals with Disabilities / Protected Veterans