Administrative Program Support Assistant RFQ

Palmer Staffing; Washington (District of Columbia); Remote; USD 100,000 - 125,000; Full time

Job summary

A leading staffing agency is seeking a remote Administrative and Program Support professional for a D.C. Government Institution. This role involves managing documentation, coordinating meetings, and utilizing Microsoft tools. Candidates should have relevant experience and a Bachelor's degree to thrive in a dynamic environment.

Qualifications

• Minimum of three years of experience using Microsoft Office tools.
• Excellent oral and written communication skills.
• Experience in digitization processes is preferred.

Responsibilities

• Provide administrative and program support services remotely.
• Coordinate meetings and special events; manage multiple tasks.
• Draft and proofread a variety of written materials.

Skills

Communication

Organization

Analytical skills

Education

Bachelor of Arts or Bachelor of Science degree

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Microsoft Teams

Zoom

SharePoint

Job description

A D.C. Government Institution is seeking Administrative and Program Support Services. Work will primarily take place remotely at the Contractor personnel's place of business or home office. Suitable telework-ready environment, including sustained access to a reliable internet connection sufficient to complete all tasks for teleworking and attending meetings remotely using online platforms including Zoom and Microsoft Teams. This is a 5-year contract.

Status : Temporary Contract

Salary : $35-45 / hour DOE

Duties and Responsibilities :

• Work with DPO and other SI staff to review, proofread and make updates to written procedures, instructions and guidelines for unit digitization reports including the Collections & Digitization Assessment, Unit Digitization Plans (UDPs), and Data Management Plans (DMPs);
• Work with Collections & Digitization Reporting System (CDRS) team to conduct user testing on CDRS application which is used to collect Collections & Digitization Assessment data; document testing results;
• Answer general questions and provide assistance to unit staff reporting for the Annual Collections & Digitization Assessment, UDPs, and DMPs; answer questions about CDRS;
• Provide support for the review and compilation of qualitative and quantitative data collected from CDRS, UDPs and DMPs, and follow up with units, as needed;
• Use Microsoft Office suite of tools including Word, Excel and PowerPoint to create and update documents, spreadsheets, and presentations which may include tables, charts and graphs, etc.;
• Work with DPO staff to prepare written and oral reports to communicate outcomes of digitization reports to a broad audience of stakeholders.

Meeting and Special Event Planning (Physical, Virtual and Hybrid)

Support routine meetings including Digitization Program Advisory Committee (DPAC) meetings, ODT brown bag presentations, DPO working group and subcommittee meetings, and special events including Digital Foundations webinars and the Digital Excellence Award programs, and potentially large, complex, multi-day events that attract speakers and diverse and global audiences; tasks may include the following :

• Coordinate with meeting and special event planners, speakers, and service providers to schedule and prepare agendas for planning sessions; enable videoconferencing using Teams or Zoom; write up and distribute minutes and progress reports for planning sessions;
• Collaborate with meeting and special event planners and service providers to prepare and manage invitations, evites, and announcements; support management of registration and ticketing, guest lists and RSVPs; prepare name tags and related program materials including agendas, runs of show and event memos, etc.;
• Respond to questions from meeting and special event planners, speakers, attendees, and service providers during all phases of meeting and special event planning, execution and wrap up;
• Work with ODT staff to conduct market research, compare costs, make recommendations, and assist with preparation of purchase orders for suitable meeting and special event locations and service providers including catering, custodial, security, transportation, hotels and meeting facilities, audiovisual, and IT support, etc.;
• Provide support to meeting and special event planners, speakers, attendees and service providers during meetings and special events; enable videoconferencing using Teams or Zoom;
• Prepare and distribute attendance lists; review and compile responses from post-event surveys and evaluations; participate in lessons learned meetings; capture and distribute minutes and event summaries; review meeting and special event invoices and assist with financial reconciliation; review event audiovisual recordings and make corrections to transcripts; upload meeting and event videos, transcripts and supporting materials to ODT SharePoint and Teams channels.

General ODT Activities

• Support the execution of ODT's Smithsonian Excellence in Digital Awards and Digital Pool Funds.
• Attend SI, ODT, unit, and team meetings that facilitate ODT communication, progress, or directly affect the Contractor's work.
• Prepare, distribute, and present written and oral meeting summaries.
• Communicate ODT information to colleagues and professionals inside and outside the Smithsonian on a variety of platforms including email, listservs, social media, internal SharePoint pages and Teams channels.
• Draft and proofread a variety of written ODT program materials including documents, presentations, emails, content for websites, etc..
• Work with ODT staff to conduct market research, compare prices, and assist with purchase order preparation for products and services for the ODT.

Job Requirements :

• Bachelor of Arts or Bachelor of Science degree.
• Minimum of three years of demonstrated current experience using Microsoft Word and PowerPoint to assist SI staff with preparation and formatting of documents and presentations using text, images, charts, graphs, tables.
• Minimum of three years of demonstrated current experience using Microsoft Excel to assist SI staff with preparation of spreadsheets, charts, graphs, and pivot tables.
• Minimum of three years of demonstrated current experience using Microsoft collaboration applications including Outlook, Teams, and SharePoint.
• Minimum of three years of demonstrated current experience using online meeting applications including Microsoft Teams and Zoom to support preparation for and management of meetings and online and hybrid events.
• Minimum of three years of demonstrated experience to support management of the Smithsonian's Collections & Digitization Reporting System (CDRS) database, or similar equivalent, including set up, testing and launch of annual data call.
• Minimum of three years of demonstrated experience providing support to staff preparing an annual Collections & Digitization assessment data call guidance, communications, answering general questions from data call respondents, and preparing final outcomes reports.
• Excellent oral and written communication skills as demonstrated by work samples;
• Excellent analytical skills to assist with compiling, validating and synthesizing qualitative and quantitative information.
• Excellent organizational and time management skills to assist with prioritizing and managing multiple concurrent tasks, and meeting overlapping deadlines to deliver quality work products on time.
• Experience working independently with minimal supervision and the ability to work as part of a team.
• Contractor personnel has an understanding of digitization for the museum, archive, library, research, and / or cultural heritage sector - this is preferred, but not required.

How To Apply : Please respond with your resume for consideration. We welcome all candidates that meet the REQUIRED qualifications with recent relevant experience. Palmer Staffing Services is an equal opportunity employer.

About Us : Palmer is an award winning staffing agency offering direct hire, temp-to-hire, and temporary placements for administrative, management, executive, legal and more. We represent more than 500 of the finest law firms and legal departments in the D.C. area.

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