Staff Assistant (Project Coordinator)

# Staff Assistant (Project Coordinator) **Location:** Washington, DC, 20037 ## **Position Overview** HunaTek is seeking a Staff Assistant to fill a vacancy on our contract with Department of State, located in Washington DC. The Staff Assistant serves as a critical support resource to the Under Secretary, Special Assistants, and Senior Advisors by coordinating administrative and operational processes that advance key business needs and mission objectives. This role requires a comprehensive understanding of bureau priorities, strong judgment in managing competing demands, and the ability to facilitate seamless interagency coordination. This position is contingent upon contract award. ## **Essential Job Functions:** ### Strategic Support & Coordination - Serve as Staff Assistant to the Under Secretary, Special Assistants, and Senior Advisors, coordinating administrative and operational processes to advance critical business needs and mission objectives. - Maintain a comprehensive understanding of major current and long-term issues pursued by the bureau to provide informed support and anticipate leadership needs. - Exercise sound judgment in prioritizing competing demands and resolving administrative challenges both short and long term. - Provide backup support to process and submit time and attendance records for F/FO personnel. - Perform other duties as assigned. ### Interagency & Departmental Liaison - Maintain liaison with the Office of the Secretary, Executive Secretariat (S/ES), Operations Center, Department Principals, offices of other Assistant Secretaries, and offices of Principals in other agencies to facilitate seamless coordination and information flow. - Coordinate with bureaus and offices to ensure deadlines are met for work tasked by S/ES and the Under Secretary, proactively addressing potential delays. - Advise Bureau personnel on overdue action items, upcoming deadlines, priority issues, and Department/S/ES procedures for processing documentation. ### Correspondence Management & Quality Control - Maintain liaison with bureau offices to ensure deadlines are met for work tasked by S/ES and the Under Secretary, coordinating with the Chief of Staff, Special Assistants, and Senior Advisors to track and monitor correspondence within the F Family. - Determine feasibility of meeting deadlines, make necessary corrections, return documents to originators for changes, and notify originators when extensions are required. - Ensure all official communications to the F Under Secretary are properly and promptly handled in accordance with records requirements and Department standards. - Assist in preparing high volumes of correspondence, telegrams, memoranda, briefing papers, and reports for senior-level contacts at the White House NSC, DOD, DOC, DOE, DOJ, and across the Department. - Prepare and request briefing memoranda for meetings through the Department paper tasking system. - Coordinate with Special Assistants and Senior Advisors to track, monitor, and expedite correspondence within the F family bureaus. - Ensure the quality and timeliness of written products drafted within the F family bureaus directed to Department principals, maintaining the highest standards of professionalism. - Provide authoritative guidance, enforce deadlines, and review and edit all documents for the Under Secretary to ensure correct format, style, coherence, accuracy, content, and clearances. - Make necessary corrections or return documents to originators with clear guidance for required changes. ### Knowledge Management, Process & Workflow Improvement - Design and implement knowledge management systems to track assignments, share information, and maintain core documentation in collaboration with F Front Office staff and other Department personnel. - Determine feasibility of meeting deadlines on specific documents, notify originators when extensions are required, and negotiate realistic timelines. - Respond promptly to inquiries from within and out…