EventCoordinator_AdminAssistant in Washington, DC at Galapagos, LLC

Date Posted: 11/14/2019

Job Snapshot

Job Description

Position Title: Event Coordinator/Administrative Assistant

Work Location: Washington, District of Columbia, DC


Job Summary:

The Human Resources Administrative Assistant and Event Coordinator provides a full range of administrative and processing supporting assigned areas of responsibilities (i.e. special program areas. summer clerical and student intern programs, the Presidential Management Intern program, the Annual Retirement Ceremony (ARC), and Foreign Affair's Day (FAD). The Assistant provide technical and clerical level support with the Administrative Services Division and performs technical and clerical level work in support of human resources management and the Event Coordinator of HR/EX.


Specific Duties Include: 


  • Uphold the Department of State’s six core values (accountability, character, community, diversity, loyalty, service) and the Department’s Leadership and Management Principles; observe and implement EEO principles.


  • Ensure active risk management through monitoring the security environment concurrent to the scope of official duties and responsibilities; follow security directives, regulations, and policies; safeguard classified information, material, and equipment.


  • Provide timely customer service with courtesy, professionalism, accuracy and good judgment. Counsel clients on transfer issues related to travel working closely with other stake holders to resolve issues with the Medical, Passport, Transportation, Retirement, Payroll, Foreign Service Institute and other offices as needed.


  • Research, interpret and apply regulations and policies pertaining to travel, allowances, home leave, medical clearances and other aspects of employee assignments, and issue travel orders accordingly. Advise supervisors of any sensitive, ambiguous or unusual issues requiring higher level review.


  • Author a wide variety of correspondence and respond to employee inquires in a timely manner. Respond to all correspondence, (e.g. email, voice mail, memorandums, cables, etc.) within two business days, 90 percent of the time. Notify employees within five business days 90 percent of the time if the proposed itinerary (TM 2) submitted is incomplete/inaccurate.


  • Clear incoming TM2 Proposed Itineraries within three business days of receipt and serve as final approving official before issuing the TM-4, PCS Transfer Orders. If all documentation is in order, issue the TM4 at least 90 days prior to the employee’s travel.


  •  Process 50 requests per week for PCS travel orders in HRONLINE. Travel orders are issued no later than 60 days prior to employee's planned departure or upon receipt of proposed itinerary; if less than 60 days from departure 90 percent of the time.


  • Prepare amendments to travel orders within five working days after receipt/approval 90 percent of the time.


  • Ensure that the untimely/inaccurate processing of travel orders is at a 10 percent or less ratio. No more than 10 percent of orders are returned by budget because of errors.


  • Evaluate incoming OF-126 Foreign Service Residence and Dependency Reports within three business days and serve as the approving official for determining eligibility of family members for official status, alerting supervisor to cases requiring special attention.


  • Generate DS-1640 Request for Passport Services Form when needed and ensure accurate personnel information is reflected on the form.


  • Work on ad-hoc tasks as assigned.


  • Maintain proficiency with the multiple HR applications to accurately create and process travel orders.


  • Provide research and analysis for special requests to include several HR online application testing programs.


  • Each technician is responsible for providing transfer and assignment support to approximately 1500 Foreign Service employees and their families, and serves as primary and secondary backup for other Technicians in the division.

Job Requirements



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


Education and/or Experience/Skills Required: 

  • 3 Years Experience
  • High School Diploma Required
  • Organizational Knowledge – Awareness of HR/EX goals, objectives, services, and programs, as well as the individual needs of client bureaus.
  • Communication Skills- Strong writing, editing, analytical and team facilitation skills.
  • Customer Service Ability - Ability to interact with management officials at all levels of HR and client bureaus.
  • Analysis Awareness – Be responsive to a wide variety of issues, take into account inter relationships between subject areas and customer requirements and recommend alternatives to HR/EX and/or client bureau management.
  • Operational Support - Provide administrative and operational support in a variety of functions.
  • Proficient in Microsoft Office (Word, Excel, and Access Data Base).
  • Experienced at organizing logistics for high level visits/events.
  • Excellent Oral, written and interpersonal skills.
  • Ability to work flexible hours during the three month preparation period for HR/EX sponsored events.



  • Ability to organize, prioritize and meet deadlines
  • Capable of conveying complex information in a simplistic manner
  • Strong critical thinking and problem-solving skills
  • Strong self-starter requiring minimal supervision
  • Able to take proactive measures to prevent problems rather than reactive by nature
  • Strong verbal and written communication to effectively express concepts, plans, and proposals


Physical Requirements:

Work may involve sitting or standing for extended periods of time.  Position may require typing and reading from a computer screen.  Must have sufficient mobility, including but not limited to bending, reaching, and kneeling to complete daily duties in a timely and efficient manner.  May include lifting weigh up to thirty (30) pounds as necessary.  



Security Clearance:

Position requires an active Secret clearance


Company Summary:

Headquartered in Hawaii, Galapagos Federal Systems, LLC is a SBA Certified NHO 8(a) Small Business specializing in global information technology and offering professional solutions in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services.

Leveraging over 30 years of providing IT services to the federal & commercial market with projects located around the world, our team possesses innovative expertise in the development of a wide range of technology solutions.  Galapagos Federal Systems, LLC is an equal opportunity employer.

Our service commitment is simple - "Quality IT Solutions... On Time & On Budget."

Galapagos Federal Systems, LLC reserves the right to change or modify job duties and assignments at any time.  The above job description is not all encompassing.  Positions functions and qualifications may vary depending on business needs.

Galapagos Federal Systems, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.