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Administrative Assistant/Conference Room Coordinator

Employer: Chenega MIOS
Location: Washington, District Of Columbia
Closing date: Dec 2, 2022

Industry: Government and Public Services
Function: Administrative
Hours: Full Time

Job Details
Company

Job Details

Summary

The USAID Annex (UA) and Ronald Reagan Building (RRB) have large conference centers that will be utilized by the entire Agency. The creation of these resources requires a cultural change for the way that USAID operates and will require a full time resource to manage each of these spaces. The Conference Room Coordinator is essential to the overall success of the conference center and the driving force in making this resource customer friendly and easy to use. The ideal Coordinator is a proactive problem-solver, detail-oriented, and customer service driven individual with the ability to ensure USAID employees and their guests thrive in their usage of large conference rooms in both the UA and the RRB.

Responsibilities

Ensure all occupancy protocols for tenants and visitors of the UA and RRB are met.
Oversee space reservations for the UA and RRB conference and training facilities.
Serve as a resource for employees who need assistance in making, changing, checking-into or managing reservations either in person or remotely.
Work alongside building management to ensure common areas and shared resources are maintained in an operable status. This includes, but is not limited to ensuring:
The following meeting supplies are available:
Whiteboards and whiteboard markers
Cabling for technology is present
Paper and staples are provided for printers/copiers
Shared workspaces are in a clean and usable condition
Placing tickets for room configuration
Coordinating with building movers
Pull reports to support preparation of space utilization reports and support actions based on the studies to improve building operations and/or employee performance.
Partner with the Office of Civil Rights and Diversity (OCRD) to understand and support the reasonable accommodation requests and work to execute approved reasonable accommodations.
Partner with the Office of the Chief Information Officer in the Bureau for Management (M/CIO) to be knowledgeable, trained, and able to support the full usage of the technology within a conference room, including but not limited to:
Projectors
Phones
Web-cams
VTC
TV screens
Internet access
Virtual meeting software, etc.
Support conference room users in troubleshooting technology and equipment issues.
Serve in an administrator role for the Google Calendar reservation system with ability to triage meetings as needed.
Support requests for reservation system data or conference room usage data to support agency understanding of tenant behaviors and inform future space management practices, policies, and protocols.
Pull data from the reservation system and any other utilization documentation to support space planning strategy.
Perform various special projects supporting the changing, evolving, and maturing business practices related to use of conference center in a smart occupancy building.
Identify topics of major concern that must be addressed by leadership in the Bureau for Management.
Work with higher grade specialist to ensure these problems or issues are brought to the attention of the appropriate program officials within the building management team.
Other duties as assigned

Qualifications

High school diploma/GED required
Active secret clearance
The position requires a COVID vaccination or an approved accommodation/exemption for a disability/medical condition or religious belief

Knowledge, Skills and Abilities

3+ years of conference room management is preferred
Knowledge of the following:
Reservation system and available data and/or other systems to support data management related to conference center usage
Tenant space utilization and analysis of needs
M/MS related roles sufficient to advise on the execution of:
Facilities management
Building operations and maintenance requirements
Impacts to building occupants
Life cycle approaches to facilities asset management
Health and safety hazards applicable to facilities including:
Life safety
Electrical
Confined spaces
Fall protection
Other potential exposures
Property risk including:
Fire protection
Wind
Flood
Seismic
Other potential exposures
Safety, health, and fire protection requirements in construction, O&M, and custodial contracts
Building physical security requirements and risk mitigation, building access procedures, and response
Network, space management, virtual communications, as well as new technologies
Building automation systems, CAFM, Google Calendar (reservation system), and other data and technology resources and information
UA and RRB Agency resources:
Operational protocols and its conference center technologies
Major issues
Goals and objectives
Work processes
Administrative operations
Basic emergency management including:
OEP's
Evacuations
Sheltering in place
Active shooter
Knowledge and skill in adapting analytical techniques and evaluation criteria to the measurement and improvement of program effectiveness
Skills in:
Customer-oriented troubleshooting and planning
Industry awareness
Innovations and impacts
Strong customer service skills to enable individuals to successfully engage with conference center users
Interpersonal and negotiating skills to maintain building operations and tenant/customer satisfaction
Ability to travel
Ability to pull conference center utilization data to inform decisions regarding space management
Ability to plan space reorganizations to accommodate changing tenant requirements
Ability to resolve problems relating to space assignment and use
Ability to communicate protocols one-on-one, in a small group, to a large forum, and over virtual mediums
Ability to negotiate with all levels of employees to ensure space occupancy is appropriately managed within the properties of USAID's operational protocols
Ability to make on-the-spot decisions regarding the utilization of space and communicate those decisions in a manner that maintains tenant/customer service by supporting those adversely affected by the decision

#Chenega Applied Solutions, LLC

Chenega Corporation and family of companies is an EOE.

Equal Opportunity Employer/Veterans/Disabled

Native preference under PL 93-638.

We participate in the E-Verify Employment Verification Program

Company

Chenega Corporation’s Military, Intelligence, and Operations Support (MIOS) Strategic Business Unit (SBU) provides innovative solutions for federal, DOD, and commercial customers worldwide. Founded in 2005 and headquartered in Lorton, Virginia, Chenega MIOS is a shared services division of Chenega Corporation. As an Alaska Native Corporation, 100% of our profits benefit our Native shareholders through preservation of culture and heritage or being reinvested in the business, truly making Chenega a “Corporation with a higher cause.”

Chenega MIOS provides standard business services to its 20+ wholly-owned companies of Chenega Corporation and assists in managing contracts with a net value of over $600 million. Together, the companies aligned under the MIOS SBU offer a diverse range of capabilities that strengthen our capacity for shared knowledge and mission-focused service to our customers. These capabilities include but are not limited to information technology, systems engineering, records management, and staff services.

As a 2020 Top Workplace, we are proud to be a Washington Post featured employer and are always looking for dedicated professionals in the DC Metro region. Still, our footprint reaches across the globe with work in 39 states, DC, Guam, and 11 different countries. Please find our DC Metro area positions below, and for more information on Chenega MIOS, our capabilities, and employment opportunities, please visit chenegamios.com.

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