Job Information

GAP Solutions Inc Area Studies Teaching Assistant in Arlington, Virginia

Position Objective: This position provides a variety of administrative and substantive duties to include office management, course support, program coordination, and content and materials creation. Each individual works as a member of a team in accomplishing program specific and office-wide priorities. Teaching Assistants are expected to demonstrate excellent judgement and initiative while independently managing routine business and determining the best solutions to non-routine issues.

Duties and Responsibilities:

Administrative Support:

  • Office management duties include scheduling appointments, facilitating meetings with appropriate FSI offices such as EX/GSO/AV, drafting correspondence such as letters, cables, memoranda, monitoring and requesting supplies as needed.

  • Preparing invitation letters for paid and non-paid guest speakers, including ensuring FSI rules and timelines are followed for obligating funds and securing signatures, and ensuring that proper payment information is provided in a timely manner to EX/ACQ.

  • Maintain a system for tracking speakers, invites, and honoraria flow in coordination with regional chair to ensure all steps in the honoraria processes are followed.

  • Arranges meetings including selecting mutually satisfactory time, reserving meeting space, notifying participants, attending meetings as required to prepare reports of the proceedings.

  • Identify cumbersome processes and propose improvements.

    Course Delivery:

  • Course support duties include preparing course materials administratively (i.e. photocopying, posting article links to FSiLearn, etc.), preparing name tents, door signs, classroom preparation and cleanup, audio-visual requests, GSO requests, coordination with program assistant/training technician on logistical arrangements (bus, field trips);

  • Reserve rooms for all courses; take initiative to change room reservations to fit the needs of the course/students; negotiate room needs with other program offices, update course chair on any changes.

  • Track registration/enrollment data daily as courses draw near; prepare enrollment reports and send them course coordinators and program chair; reach out to students, as needed, to verify correct enrollment.

  • Schedule speakers and reconfirm routine speakers as needed; notify course chair of any changes in speakers’ schedules and propose schedule modifications as necessary.

  • Research and recommend new speakers or replacement speakers.

  • Ensure all guests and speakers are on the visitor’s list and are escorted to the appropriate classroom if necessary.

  • Liaise with students, instructors, and speakers, during class to provide guidance and support to the chairs and coordinators, to include in-class support; advise students on proper course enrollment, FSI policies, required course materials, or supplemental learning materials needed.

  • Track and assign Zoom for Government accounts and support virtual classes as required.

    Program Support:

  • Prepare, disseminate, and collect surveys, evaluations, and needs assessment questionnaires.

  • Set up and maintain various program websites including FSiLearn;

  • Collect data related to evaluations, needs assessments, or other similar activities,

  • Notify external offices (Registrar; ACQ, Budget) of policy changes or new procedures within Area Studies; prepare written guidance on new or updated Area Studies programs or SOPs for these offices.

  • Be proficient with Excel, PowerPoint, Word, Zoom, and Outlook.

    Substantive Content Creation (in coordination with chair):

  • Research potential course topics.

  • Prepare professional materials to include slides and presentations, literature reviews, briefing papers, analysis, and spark pages.

  • Be proficient with research software, ProQuest databases, and reference materials, to be able to research and produce course materials.

  • Contribute substantively to the design, development, and evaluation of Area Studies course, including creating and implementing surveys through Survey Monkey and/or Qualtrics, analyzing data, and drafting reports on the findings.

  • Facilitate classroom activities as appropriate and run short course sections based on regional expertise or serve as class facilitator when chair must step out.

  • Attend local events to increase program-related knowledge to support chair and program development.

    Special Projects:

  • Onboarding both new staff and interns, including mentoring and training new staff and interns and ensuring that technical needs are met (badging, computer access, AS website access, etc.).

  • PA Handbook – create and maintain a detailed account of most tasks for the division. Each program assistant is responsible for the continued updating of this important document.

  • Event coordination (i.e. Global Issues speaker series) – assists with the planning, logistics, and delivery of special events. These may include roundtables, panels, or exercises held offsite but led by our staff. Event planning may include schedule planning, research, logistics (AV, room set-up), and managing outreach efforts.

  • Miscellaneous Annual Projects - FSI course catalog review includes drafting and editing important documents for public view; room reservations includes planning and de-conflicting all AS room reservations;

  • Assist in drafting briefing books or special, one-time reports for external offices; research information for these reports; format and edit these reports.

  • Writing and drafting payment at post cables, Department Notices, and Weekly Highlights for SPAS and FSI Front Offices.

    Basic Qualifications:

  • HS Diploma

  • Three years of experience in a related field

  • Active Secret Clearance

    Minimum Qualifications:

  • Bachelor’s Degree highly preferred.

  • SharePoint experience strongly preferred.

  • High level skills in Microsoft Office (Word, Excel, PowerPoint, Outlook)

  • Experience using Microsoft Access to manage simple databases

  • Strong written and oral communication skills

  • Ability to work collaboratively as a member of a team

  • Ability to independently prioritize in order to meet competing deadlines.

  • Excellent attention to detail with both numeric data and written communication.

  • Experience managing access to several virtual platforms used by the staff (i.e. Google meets, Zoom, Adobe Connect, etc.).

  • Strong organizational skills and the ability to meets deadlines

  • Strong customer service skills

  • Must possess sound judgment, acquire a clear understanding of the organization’s mission and its programs, and be able to articulate them clearly in both verbal and written form.

  • Ability to present yourself professionally in a government environment and to inspire confidence with those with whom you have contact

  • Ability to communicate effectively, orally and in writing, with non-technical and technical staff

  • Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects

    *This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

    GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

Requisition ID: 5667