Administrative Specialist

Summary

These positions are located in the Bureau of Emerging Threats Front Office (ET/FO).

The ET Bureau leads the Department in anticipating and responding to national security challenges from adversary use of new technologies. ET identifies and counters emerging threats in cyberspace, outer space, critical infrastructure and undersea, quantum technologies, and artificial intelligence, using diplomatic tools and interagency capabilities to lead effective, coordinated foreign policy responses.

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Duties

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• Plans, directs, and coordinates administrative programs and operations in assigned areas including travel, conference support, event planning, scheduling, and paper processing.
• Manages the flow of highly sensitive and time-critical correspondence, action memoranda, information memoranda, and briefing materials into and out of the Front Office.
• Conducts studies and analyses of ET/FO and bureau-wide administrative program issues to develop recommendations for process improvements.
• Leads the development and implementation of new business processes and policies to enhance the efficiency and effectiveness of ET /FO and bureau administrative operations.
• Advises on administrative policies, procedures, and requirements for ET/FO staff, bureau personnel, and external stakeholders.
• At the GS-11 level, the incumbent performs duties as outlined above; however, the scope and complexity of assignments are of less responsibility and independence. The incumbent receives closer than normal supervision than at the GS-12 level.

Requirements

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Conditions of employment

• U.S. Citizenship is required.
• Incumbent will be subject to random drug testing.
• Must be able to obtain and maintain a Top Secret security clearance.
• Obtain/maintain eligibility to access Sensitive Compartmented Information

Qualifications

Applicants must meet all the required qualification requirements described below by the closing date of this announcement. If you are qualifying based on education OR if there are mandatory education requirements listed below, you MUST submit a copy of your college transcript with your application.

NOTE: Applicants must meet time-in-grade and time after competitive appointment requirements, by the closing date of this announcement.

Time-In-Grade Requirements: Federal applicants must have served 52 weeks at the next lower grade to satisfy time-in-grade restrictions, per 5CFR 300, Subpart F.

GS-11:

Applicants applying for the GS-11 grade level must meet one of the following requirements:

A. Have at least 1 full year of specialized experience equivalent to the GS-09 level in the Federal service which provided you with the particular knowledge, skills and abilities to perform the duties of the position. Qualifying specialized experience must demonstrate the following:

• Experience coordinating scheduling and logistical arrangements for meetings, conferences, or events; and
• Experience managing tasks to support the coordination of document flow and processing.

-OR- B. Have a Ph.D. or equivalent doctoral degree OR 3 full years of progressively higher level graduate education leading to such a degree, or LL.M. from an accredited college or university.

-OR- C. Have a combination of graduate level education and specialized experience (as described above), which is equivalent to the GS-09 level in the Federal Service. This experience and education together meets 100% of the qualification requirements for this position.

Combination of Experience and Education: When an applicant has less than one year of specialized experience as described in the announcement, he or she may combine successfully completed graduate-level education with experience to meet the total qualification requirements. Generally, 18 graduate semester hours is equivalent to 1 full-time year of graduate study (your school and department determine what constitutes 1 full time year of graduate study). The percentage of specialized work experience and the percentage of graduate study must total at least 100%.

Note: All applicants WILL BE required to submit transcripts as verification of educational requirement. If you fail to provide requested information, or the information you submit is insufficient to verify your eligibility, you may lose consideration for this position.

GS-12:

Applicants applying for the GS-12 grade level must have 1 year of specialized experience equivalent to the GS-11 level in the Federal service which provided the applicant with the particular knowledge, skills and abilities to perform the duties of the position. Qualifying specialized experience must demonstrate the following:

• Experience coordinating scheduling and logistical arrangements for meetings, conferences, or events;
• Experience managing domestic and international travel operations for staff; and
• Experience analyzing administrative operational procedures to recommend process improvements.

There is no substitute of education for specialized experience for the GS-12 position.

Education

Education completed in foreign colleges or universities may be used to meet the education requirements if you can show that the foreign education is comparable to that received in an accredited educational institution in the United States. It is your responsibility to provide such evidence when applying. For a list of accredited organizations recognized as specializing in interpretation of foreign education credentials, visit:

Additional information

• To request a reasonable accommodation for additional time on the timed sections of the assessment, please submit your request using the "Request a Reasonable Accommodation" button within the Assessment Application.
  For all other reasonable accommodations at the U.S. Department of State, please contact the Office of Accessibility and Accommodations (OAA) at View email address on click.appcast.io.
  OAA is responsible for reviewing and adjudicating reasonable accommodation (RA) requests for the Assessment Battery being used for this announcement. The following applies to all RA requests:
  • RA requests cover additional time on timed sections only.
  • Applicants submitting a RA request MUST attach supporting medical documentation signed by a licensed, treating medical provider. The documentation should describe the nature, severity, and expected duration of the condition, identify the relevant medical condition or diagnosis, and explain the basis for the requested extension. RA requests that do not contain supporting medical documentation attachments at the time of initial request may be subject to further review.
  • Note: the following documents do not, on their own, qualify for automatic approval of the RA request: Schedule A letters, VA benefits letters, or SSA letters.
  • Applicants MUST submit their application before the vacancy closes, even if pending an accommodation decision.
  • Applicants are encouraged to carefully follow instructions related to medical documentation provided in the vacancy announcement prior to beginning the RA process.
  • Applicants will have 48 hours after their RA request is adjudicated to complete the assessment battery. Scores generated after the allotted timeframe will not be admissible and the applicant will not be considered further for the vacancy.
  • If a different type of RA is needed, please contact OAA directly at View email address on click.appcast.io.
• Multiple positions may be filled from this announcement. If eligible, applicants to this announcement may be referred to other similar positions in other Bureaus/Offices in the Department for up to 240 days and may require a higher or lower security clearance. Telework eligibility and security clearance requirements may vary for such similar positions.
• Agency & Interagency Career Transition Assistance Program (CTAP & ICTAP): View OPM's CTAP & ICTAP eligibility website for more information. You must be rated in the Well-Qualified category and submit supporting documents under the required documents section of this announcement to receive selection priority consideration. To be considered Well-Qualified applicants must: score an 85 or above, meet Minimum Qualifications, and demonstrate proficiency in some, but not all major aspects of the position.

Candidates should be committed to improving the efficiency of the Federal government, passionate about the ideals of our American republic, and committed to upholding the rule of law and the United States Constitution.

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A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new windowLearn more about federal benefits.

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Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.