The Administrative Assistant provides administrative, logistical, and operational support to the Office of Head Start (OHS) Regional and Central Offices in support of the National Customer Service Improvement Project (CSIP). This position performs a wide variety of administrative, meeting coordination, document preparation, research, scheduling, correspondence, data entry, and customer service activities that enable efficient execution of grants management and program operations. The Administrative Assistant supports Federal staff by coordinating meetings, maintaining documentation, developing reports and presentations, facilitating communications, and ensuring timely completion of administrative processes that support the Office of Head Start mission.
Responsibilities:
- Coordinate meetings, conference calls, webinars, and virtual collaboration sessions for Regional and Central Office staff.
- Manage calendars, schedule meetings, reserve meeting space, and coordinate meeting logistics.
- Prepare meeting agendas, presentation materials, participant lists, meeting minutes, and action item trackers.
- Conduct note-taking during meetings and prepare meeting summaries for Government review.
- Perform administrative support for grants management, customer service, and program operations activities.
- Conduct research on assigned program topics and compile information into reports, memoranda, presentations, and briefing materials.
- Develop, format, edit, and maintain correspondence, spreadsheets, reports, presentations, and other program documentation.
- Coordinate under-enrollment meetings and recurring program meetings.
- Route inquiries and correspondence to appropriate Federal staff and track responses through completion.
- Maintain electronic and hard-copy files and official records.
- Assist with data entry, quality reviews, and document tracking.
- Support development of training materials, webinars, presentations, and communication products.
- Coordinate travel arrangements, meeting logistics, and administrative activities.
- Utilize Microsoft Office Suite and web-based collaboration tools.
- Perform additional administrative duties assigned by the Government.
Qualifications:
- At least 2 years of relevant professional experience directly related to the task activities.
- Demonstrated proficiency in utilizing a variety of web-based and commercial off-the-shelf data management software packages.
- Demonstrated ability to aggregate, analyze, and present data gathered from multiple sources.
- Ability to develop reports, correspondence, and presentations to include Excel spreadsheets, MS Word documents, and PowerPoint presentations.
Preferred Qualifications:
- Experience supporting the Office of Head Start (OHS) or Administration for Children and Families (ACF).
- Experience supporting Federal administrative operations and grants management programs.
- Experience coordinating meetings, conferences, and executive calendars.
- Proficiency with Microsoft Office Suite, Microsoft Teams, SharePoint, and Smartsheet.
- Experience with GrantSolutions, Head Start Enterprise System (HSES), and Office of Head Start Aligned Monitoring System (AMS).
- Experience preparing executive correspondence, reports, and briefing materials.
Education and Experience:
