Program Analyst II

All Native Group, The Federal Services Division of Ho-Chunk Inc.; Arlington (VA); On-site; USD 95,000 - 105,000; Full time

Job summary

All Native Group is seeking a Program Analyst to coordinate administrative and program actions ensuring successful delivery of courses in the assigned training programs. The role involves working with division training program managers and budget personnel to track funding and expenditures.

Based in Arlington, VA, this full-time, on-site position supports the National Foreign Affairs Training Center under DTET and requires up to 25% travel. Secret clearance is required.

Qualifications

• Associate's or Bachelor's degree required or seven years of progressively responsible administrative experience in lieu.
• Strong organizational, multitasking, and communication skills for coordination of training programs.

Responsibilities

• Assist students with enrollment, travel, and lodging.
• Track rosters and email class prep/scheduling to prospective students.
• Prepare and track travel funding cables per procedures.
• Coordinate facilities, instructors, and course materials for instruction delivery.
• Maintain attendance, student records, and course evaluations per SOP.
• Act as registrar liaison to resolve enrollment/training issues.
• Prepare status reports including funding, schedules, and enrollment.
• Review training plans for regulatory compliance and completeness.
• Participate in budget process; prepare cost estimates for training programs.
• Create reports on budgetary requirements and impacts monthly/quarterly/annually.
• Track travel funds through DOS financial systems.
• Protect PII and National Security information per DOS standards.
• Support overseas training trips with visa and logistics.
• Travel up to 25% of total time.

Skills

Organizational skills

Interpersonal skills

Oral communication

Written communication

Multitasking

Team collaboration

Microsoft Project

Office 365

Education

Associate's or Bachelor's degree

Progressive administrative experience

Tools

SharePoint

Teams

Office 365

Excel

Word

PowerPoint

Outlook

Job description

All Native Group is seeking a Program Analyst to coordinate administrative and program actions to ensure successful delivery of courses within the assigned training program(s). The work involves coordination with the appropriate division training program managers to manage day-to-day activities of the program(s) assigned. The position supports budget and finance personnel to ensure proper accountability of funds and funding initiatives related to training resource requirements.

This position is full-time, on-site in Arlington, VA, at US Department of State, National Foreign Affairs Training Center (NFATC), in the Directorate of Diplomatic Tradecraft and Emerging Technology (DTET).

Essential Functions

• Assist students in the course enrollment process and with travel and lodging
• Check rosters for all assigned courses on a weekly basis and e-mail information on class preparation and scheduling to prospective students.
• Prepare and track travel funding cables in accordance with established procedures.
• Support logistical arrangements related to instruction delivery: scheduling of facilities and instructors; preparation of classrooms and course materials/handouts; assisting with orientation/graduation ceremonies.
• Ensure reports of attendance, student records, class evaluations/surveys and other class administration documents are prepared, collected, maintained, and submitted according to standard operating procedures.
• Act as the primary point of contact with the Registrar's office to resolve enrollment and training-related issues.
• Coordinate activities and correspondence involving Program Managers, Registrar staff, instructors, students, and other training program stakeholders.
• Prepare regular status reports that include funding expenditures, training schedules, and student enrollment.
• Review proposed training plans to ensure compliance with US Government regulations and for completeness and accuracy of information.
• Participate in the annual budget process. Prepare detailed cost estimates for technical training programs, to include funding requirements for student and/or instructor travel and per diem.
• Create reports and memos of budgetary requirements, projected changes, and impacts on a monthly, quarterly, and/or annual basis.
• Track student travel funds through the entire cycle of obligation, liquidation, and deobligation by using DOS financial systems.
• Research and follow-up on all student travel Unliquidated Obligations (ULOs).
• Employ applicable DOS security standards and procedures to protect Personally
• Identifiable Information (PII) and National Security information.
• Attend on and off-site meetings, to include making program-related presentations.
• Support overseas training trips by instructors, including preparation of travel-related cost estimates, requests for visas and other logistical support.
• Assist with book and equipment inventory as needed.
• Manage and provide oversight, design, and implementation for special projects.
• Document, recommend, and implement improvements to administrative and program support functions, processes, and procedures.
• Travel as necessary to other U.S. and foreign training sites, not to exceed 25% of total work time.
• Perform other duties related to the scope or purpose of the position.
• Employee requires infrequent technical direction and is expected to work independently with minimal guidance.

Competencies

• Strong organizational, interpersonal, oral, and written communication skills;
• Ability to handle multiple tasks simultaneously;
• Must be able to work in a collaborative, team environment;
• Working knowledge of and experience with administrative, program and project management functions;
• Experience with project management applications such as Microsoft Project, preferred;
• Highly proficient in the latest Microsoft Office suite and applications approved by the Department, particularly in Outlook, Excel, Word, PowerPoint, SharePoint, Teams, and Office365;
• Working knowledge of training course administration/logistics or experience in a training or educational environment preferred.

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.

Travel Required

Infrequent domestic and overseas travel for short periods of time may be required

Education

Associate’s or Bachelor’s Degree together with five (5) years of progressively responsible administrative experience; in lieu of a degree, at least seven (7) years of progressively responsible administrative experience

Security Clearance

Secret clearance is required

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

Compensation And Benefits

The expected compensation range for this position is $95,000.00-$105,000.00 per year (annualized hourly rate of pay). We offer comprehensive benefits that allow you to balance work and life. A benefits summary is available from this link: https://jobs.allnativegroup.com/categories/1/benefits/1/employee-benefits

AAP/EEO Statement

All Native Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.