Program Assistant

Supporting the Most Exciting and Meaningful Missions in the World

Macfadden, a PAE company, is seeking Program Assistants (PAs) to support USAID’s Office of U.S. Foreign Disaster Assistance (USAID/OFDA) and USAID’s Office of Food for Peace (USAID/FFP). USAID/OFDA and USAID/FFP provide U.S. Government humanitarian assistance overseas in response to natural disasters, complex emergencies, and disease outbreaks. Both offices also support longer-term activities that build resilience and reduce disaster risk among vulnerable populations and mitigate chronic humanitarian need and food insecurity. As part of USAID/OFDA and USAID/FFP teams based in Washington, D.C., PAs provide administrative, programmatic, and operational support to USAID/OFDA and USAID/FFP staff. Day-to-day work assignments and oversight are provided by USAID/OFDA or USAID/FFP team leads or deputy team leads, with formal supervisory and evaluation functions performed by a Macfadden contract supervisor.

Specific PA duties vary based on team assignments. Depending on the team, PA duties may include and are not limited to:

• Maintaining activity calendars and team schedules;
• Organizing team meetings, calls, or other events, including sending out invitations and reminders, developing agendas, and managing room reservations, phone bridge lines, and other logistics;
• Attending meetings and events on behalf of a team in a note-taking or administrative-support capacity;
• Creating and managing folders and filing systems on behalf of a team;
• Supporting the onboarding of new staff of various hiring mechanisms, including helping them with administrative tasks such as requesting soft tokens or completing badge forms;
• Drafting, updating, editing, and/or coordinating the collaboration on programmatic, technical, or administrative memos and other documents;
• Facilitating the clearance of programmatic, technical, or administrative memos and other documents;
• Researching, collecting, and analyzing data in response to internal or external data requests; and
• Updating programmatic, technical, or administrative trackers and consistently monitoring data quality.

For PAs assigned to support programmatic efforts, additional duties may include:

• Conducting the initial review and processing of incoming proposals, including reviewing submissions for completeness, performing initial data entry, and compiling feedback from programmatic and technical staff;
• Preparing award packages;
• Organizing and maintaining grant documentation, including grantee reports and correspondence;
• Tracking grantee evaluation, monitoring, and reporting compliance;
• Reviewing and preparing post-award management documentation in support of the Agreement Officer Representative; and
• Monitoring, tracking, and processing programmatic close-out actions.

Education, Experience, and Skills Requirements:

• Bachelor’s degree with minimum two years of professional/office experience, including internships, OR
• Master’s degree with minimum one year of professional/office experience, including internships.

Qualified PA candidates should:

• Possess excellent judgment and reliability,
• Have strong attention to detail,
• Possess excellent oral and written communication skills,
• Be able to work under deadlines in a fast-paced and collaborative environment,
• Be flexible and adaptable to changing circumstances, and
• Be willing to go the extra mile.

Ability to obtain and maintain a US Government issued Secret clearance for the duration of your employment. One of the requirements for a US Government Secret clearance is US citizenship. Only applicants who currently hold an active Secret or higher-level security clearance or who are eligible to receive a Secret security clearance will be considered for this position .

Required Application Materials

• Resume
• Cover Letter

Please combine your resume and cover letter into one PDF or Word document and submit it through the online application system when prompted to upload a CV.

PAE is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran’s status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.