Admin Specialist IV

Job Description

Job Description

Admin Specialist IV – Position Summary

This position supports the High Threat Programs (HTP) Directorate within the Bureau of Diplomatic Security (DS), providing high-level administrative, operational, and coordination support to senior leadership, including the Deputy Assistant Secretary (DAS). The role focuses on managing communications, tracking critical activities, and ensuring efficient execution of directorate functions in a fast-paced, high-security environment.

Core Responsibilities

The incumbent provides direct administrative support to the DAS and coordinates communication between leadership, Regional Directors, Regional Security Officers, and other Department of State (DOS) personnel. Responsibilities include managing complex travel arrangements (domestic and overseas), preparing authorizations, vouchers, visas, and coordinating agendas with relevant stakeholders.

The role requires organizing and supporting meetings involving senior DOS officials, interagency partners, and external entities, ensuring proper logistics and communication capabilities. The incumbent also prepares and edits a wide range of documents, including memoranda, briefing materials, reports, and correspondence, ensuring accuracy and adherence to formatting and style guidelines.

The specialist tracks and manages directorate-wide tasks, including travel requests, staffing reports, press guidance, and activity reports. They maintain databases, SharePoint systems, and project tracking tools to monitor progress and ensure timely completion of assignments.

Additional duties include supporting high-threat and high-risk (HTHR) post evacuations by assisting with administrative coordination, maintaining task force rosters, and facilitating communication with executive leadership and command centers. The incumbent also manages TDY (temporary duty) requests, staffing matrices, and coordinates with regional teams to ensure operational needs are met.

The role involves oversight of administrative processes such as time and attendance tracking, payroll coordination (including LEAP and compensation issues), and maintaining records for audit readiness. The incumbent also manages conference room scheduling, parking pass distribution, and supports international workshops and conferences.

Other responsibilities include reviewing Memorandums of Understanding (MOUs) with Department of Defense partners, coordinating protective security staffing, processing danger pay and post differentials, and assisting with procurement and equipment requests. The position may also involve training administrative personnel and improving internal processes.

Qualifications

Candidates must be U.S. citizens and possess either a bachelor's degree or 1–3 years of relevant administrative experience. Strong proficiency in Microsoft Office and experience with database systems are required. The role demands excellent organizational, multitasking, and communication skills, along with the ability to work independently and interact effectively with personnel at all levels.

Familiarity with foreign affairs, national security, and DOS procedures is preferred, along with experience drafting professional documents for senior officials. Candidates must demonstrate reliability, flexibility, attention to detail, and the ability to perform in a high-volume, fast-paced environment.

Clearance Requirement

A Secret security clearance is required.

Equal Employment Opportunity

The employer is an equal opportunity organization and does not discriminate based on any protected status.