Receptionist & Administrative Assistant – RECEP001967-00001

DESCRIPTION/RESPONSIBILITIES:

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want a front-row seat on the world stage, USIP is the place for you.

JOB BRIEF

The Receptionist serves as the public face of USIP. The Receptionist will support the agency’s operational objective and demonstrate professional diplomacy with USIP guests.

The Administrative Assistant provides administrative support to the Operations Division, comprised of Administrative Services; Facilities; Information Services; and Security. The incumbent performs a variety of administrative and clerical tasks, including providing support to the division’s directors and managers, assisting in daily office needs and managing general administrative activities. This position reports to the Operations Resource Manager.

TARGET SALARY RANGE

Grade 7 – $50,000 – $52,000

The Institute uses the General Schedule salary tables for administering compensation. Offers are determined based upon candidate qualifications, related experience, internal equity, and the amount budgeted for the position.

RESPONSIBILITIES

Receptionist

• Greet and process all visitors in accordance with current USIP policies and procedures.

• Manage and process emails requesting visitor pre-clearance.

• Work closely with the USIP staff to coordinate guest arrival.

• Operate the main switchboard and redirect calls to appropriate parties.

• Conveys general information about the Institute and the facility, assisting with any questions.

• Create and communicate daily event details used by security.

• Generate and track detailed daily visitor counts.

• Manage and respond to all HQ-Access building requests to include disseminating information to the approperiate teams.

Administrative Assistant

• Serve as primary requestor for the Operations Division’s financial management system.

• Assists with purchasing for the Operations Division, including online and recurring orders.

• Primarily responsible for preparing the reconciliation of the Operations Division’s credit cards.

• Assists in monitoring program budget, generating routine budget reports as requested. Reporting any discrepancies to the Operations Manager or Operations Business Manager as appropriate.

• Orders office supplies, including for copy equipment, for the organization; maintains relevant inventories.

• Assists with administration of the parking program, including acting as backup for daily valet parking requests, processing parking applications and maintaining current parker database.

• Create and provide standard shipping labels. Notify the Operations Business Manager of unique shipping requests.

• Track and report the results of the Emergency and Cybersecurity training.

• Revise and update staff office, workstation, and directory signs.

• Prepare and distribute the Operations Division sub-contractor list.

Performs other duties as assigned.

QUALIFICATIONS

• Bachelor’s Degree or equivalent combination of education and experience in a relevant field required.

• Two (2) or more years of related administrative experience, preferably with a customer service focus is required.

• Proficient with Outlook and Microsoft Office products.

• Prior experience with visitor management program, such as Passage Point Global.

• Must have strong interpersonal skills as well as excellent verbal and written communication skills.

• Ability to work independently and as an integral part of the team.

• Must have strong organizational skills. Ability to handle multiple and competing priorities.

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.

As with many organizations, USIP follows specific guidelines related to COVID vaccinations. These guidelines align with the latest findings from the Centers for Disease Control (CDC) and the Occupational Safety and Health Administration (OSHA). The overall intent is to ensure the safest possible workplace for USIP employees and contractors. In accordance with the guidelines, all USIP employees and contractors with building access are required to be fully vaccinated regardless of telework or remote status.

Upon acceptance of the position, you are required to submit proof of vaccination along with your signed offer letter to HR. If you require an exemption, either medical or religious, we will provide you with the exemption form for you to complete prior to your start date.

HOW TO APPLY To be considered for this position, please submit a complete application package consisting of:

1. Completed employment application including titles, dates of hire and salary requirements.
2. Cover letter
3. Resume

For questions about this position please email [email protected]. Do not send resumes or attachments to this email address.

Only those applicants that are selected for further discussions will be contacted.

No Phone Calls. Interviews will be scheduled by appointment only.

USIP is an equal opportunity employer. It is the policy and practice of USIP to offer equal employment opportunities to all qualified applicants and employees without regard to race, color, age, religion, national origin, sex, marital status, disability, veteran status, sexual orientation, gender identity, genetic information, HIV/AIDS status, political affiliations or belief, pregnancy, or any other characteristic protected by law.