Program Assistant II

Kent, Campa and Kate Incorporated (KCK); Arlington (VA); On-site; USD 39,000 - 41,000; Full time

Job summary

Kent, Campa and Kate Incorporated (KCK) is seeking a full-time Program Assistant II in Arlington, VA to support the NFATC. The role involves handling office procedures, data entry for course registrations, and both in-person and remote training delivery, with emphasis on accuracy and adherence to policies.

Qualified candidates have a High School Diploma plus at least two years of related experience and strong organizational and communication skills.

Qualifications

• High School Diploma is required.
• At least two years of experience in a related field.
• Superior organization skills with a high level of detail.
• Effective oral and written communication.
• Ability to operate virtual training platforms (MS Teams, WebEx, Zoom for Government, Google Meet, etc.)

Responsibilities

• Perform recurring office procedures independently and select the guideline or reference that fits the specific case.
• Receive instructions on new assignments and ensure completed work is accurate.
• Respond to routine inquiries with standard answers; refer inquiries and visitors as appropriate.
• Determine which requests should be handled by the GTM or other staff; prepare and sign routine non‑technical correspondence.
• Review materials for typographical accuracy and proper formatting.
• Ensure proper clearances are obtained when needed and maintain internal reports.
• Collect information for routine inquiries and refer non-routine requests to supervisor.
• Requisition supplies and services; transcribe dictation.
• Data entry on course registration/enrollment and provide admin support to students and instructors.
• Support both in-person and remote virtual delivery of program courses.
• Configure training platforms for course delivery and provide basic tech support to instructors and students.
• Monitor virtual participant chat and assist to ensure effective delivery.
• Assist instructors with online learning applications and course creation.
• Draft template memos for passport/visa requests as needed.
• Deliver and track passport/visa requests from SIA using government shuttle buses.
• Compose non-standard correspondence for GTM’s approval.
• Process training requests following SOPs and policies.
• Maintain records and files and perform complex data entry across systems.

Skills

Oral and written communication

Organizational skills

Virtual training platforms (MS Teams,

Zoom for Government

Google Meet

Education

High School Diploma

Associates or Bachelor's degree

Tools

MS Teams

WebEx

Zoom for Government

Google Meet

Job description

Kent, Campa and Kate Incorporated (KCK) is a federal contracting company that provides professional services to Government Agencies. We are currently seeking candidates for a full-time Program Assistant II position in Arlington, VA supporting the National Foreign Affairs Training Center (NFATC), formerly referred to as the Foreign Service Institute (FSI).

Wage: $28.87 - $29.25 / hourly

Position Summary

The PA II handles differing situations, problems, and deviations in the work of the office according to the COR’s or GTM’s general instructions, priorities, duties, policies, and program goals. Additionally, the Program Assistant II uses judgement and initiative to determine the approach or action to take in non-routine situations, interprets and adapts guidelines, including unwritten policies, precedents, and practices.

Required Qualifications

• High School Diploma
• Experience: At least two (2)years of experience in a related field.
• Superior organization skills with a high level of attention to detail
• Effective oral and written communication skills.
• Must be able to effectively perform their role using a variety of virtual training platforms, including but not limited to MS Teams, WebEx, Zoom for Government, Google Meet, etc.

Preferred Qualifications

• Associates or Bachelor'sdegree
• Work experience in an educational or training institute.

Duties and responsibilities (including but not limited to)

• Carries out recurring office procedures independently and selects the guideline or reference that fits the specific case
• Receives specific instructions on new assignments and completed work is checked for accuracy.
• Responds to routine inquiries that have standard answers; refers inquiries and visitors to appropriate staff
• Determines which requests should be handled by the GTM, appropriate staff member, or other offices; prepares and signs routine non-technical correspondence in own or supervisor's name.
• Reviews materials prepared for approval for typographical accuracy and proper format
• Reviews outgoing materials and correspondence for internal consistency and conformance with GTM's procedures; ensures --proper clearances have been obtained, when needed
• Maintains recurring internal reports, such as time and leave records, office equipment listings, correspondence controls, and training plans
• Collects information from the files or staff for routine inquiries on office program(s) or periodic reports and refers nonroutine requests to supervisor or staff
• Requisitions supplies, printing, maintenance or other services; types, takes and transcribes dictation.
• Performs data entry on course registration/enrollment, runs reports, and provides general administrative support to students, instructors, and guest speakers
• Supports both traditional in-person classroom training as well as remote virtual delivery of program courses
• When assisting in the delivery of virtual training programs, duties may include and are comparable to the following:
  • Configures the training platform in support of course delivery.
  • Provides basic technical assistance and troubleshooting to instructors and presenters as well as students.
  • Monitors the virtual participant chat function, provides assistance as required to ensure effective virtual course delivery.
  • Assists the instructor in utilizing the training platform in support
  • Assists the instructor with the creation and implementation of online learning applications
• May draft template memos to the Passport Special Issuance Agency (SIA) requesting passports and visas for official travel for staff
• Delivers, tracks status of, and retrieves passport and visa requests from SIA, using Government provided shuttle buses
• Composes non-standard correspondence on administrative, procedural and policy matters for GTM’s approval
• Processes routine and non-routine training requests for individuals and groups following and interpreting SOPs and established policies
• Maintains records and files in accordance to established timelines, policies and procedures; Performs complex data entry using a variety of proprietary and non-propriety applications (e.g., Student Information System, MS Office Suite, etc.)
• Anticipates and prepares materials as needed for conferences, correspondence, appointments, meetings, telephone calls, etc., and informs GTM on matters to be considered.
• Reads and interprets publications, procedures, regulations, and directives; acts on, or escalates matters of importance; makes recommendations for process improvements and updates; Reviews, drafts, and edits technical and non-technical documents, reports, summaries, or replies to inquiries, selecting relevant information from a variety of sources

Kent, Campa and Kate Incorporated (KCK) is an equal opportunity employer. KCK does not discriminate against employees and applicants on the basis of race, color, religion, sex, ancestry, national origin, gender, sexual orientation, marital status, age, disability, gender identity, results of genetic testing, veteran status, or any other status protected by federal, state, and local law.