Program Analyst

The Bureau of Overseas Buildings Operations (OBO) is the Department of State’s Single Real Property Officer and retains delegated authority for the overseas real property portfolio, which includes embassies, consulates, residences, and other diplomatic facilities at 289 locations worldwide. In this capacity, OBO manages over 26,000 real property assets with a replacement value that exceeds $83 billion and provides strategic planning, real estate transactions, design, construction, operations and maintenance, and decommissioning/disposal in accordance with federal regulations and Department policies. A high priority for OBO is to develop global strategies that rethink and reshape the entire Department overseas footprint, that vastly improves the efficient use of real property assets, advancing the America First agenda and achieving America’s national security interests while maximizing the value of taxpayer funds.

Job Duties:

The Program Analyst provides senior-level programmatic, analytical, and executive support to the OBO Front Office and Managing Directors. The incumbent serves as a central coordinator of information, action tracking, and leadership priorities, ensuring efficient execution of administrative, operational, and strategic initiatives across OBO.

This position operates in a high-visibility environment requiring sound judgment, discretion, and the ability to independently manage competing priorities while supporting senior leadership decision-making.

Executive & Front Office Support

• Anticipate, prepare, and coordinate briefing materials, background documentation, agendas, and talking points for senior leadership engagements, meetings, and conferences.
• Track commitments, decisions, and action items made by Front Office leadership; ensure timely follow-up and implementation by appropriate staff.
• Review incoming correspondence, cables, and documentation; identify priority items and ensure appropriate routing, response, or escalation.
• Summarize key information from meetings, reports, and incoming materials to support leadership awareness and decision-making.
• Draft, edit, and review correspondence, memoranda, reports, and cables for senior leadership approval, ensuring clarity, accuracy, and compliance with Department standards.
• Serve as a liaison between the Front Office, Managing Directors, and OBO directorates to facilitate communication and coordination.

Program Analysis & Reporting

• Collect, analyze, and synthesize programmatic and administrative data to support reporting, planning, and decision-making.
• Develop executive-level reports, dashboards, briefings, and performance summaries.
• Assist in evaluating program effectiveness, resource utilization, and operational efficiency; recommend alternative courses of action.
• Support preparation of studies, plans, and strategic documents by researching, organizing, and integrating data from multiple sources.
• Monitor implementation of program initiatives and track progress against established goals, identifying risks or delay

Task Management & Coordination

• Manage and track taskers, suspense items, and action requests across OBO using established systems and processes.
• Ensure all staff actions are properly coordinated, vetted, and cleared in accordance with Department policies and Front Office expectations.
• Establish and maintain tracking systems for correspondence, projects, and leadership priorities.
• Coordinate cross-functional activities and ensure alignment across offices and divisions.

Administrative & Operational Management

• Direct and coordinate administrative functions within assigned offices, ensuring compliance with policies, procedures, and established practices.
• Provide guidance to staff on administrative processes, documentation standards, and office procedures.
• Assist in developing and implementing standard operating procedures (SOPs) and administrative policies.
• Support planning and tracking of office resource requirements, including funding, supplies, and staffing-related needs.
• Maintain organized filing systems (electronic and hard copy), ensuring proper records management and handling of sensitive/classified materials.

Meetings, Travel & Event Coordination

• Coordinate and support meetings, conferences, and high-level engagements, including scheduling, agenda development, logistics, and documentation of outcomes.
• Prepare detailed meeting notes and Program Performance Review (PPR) summaries for senior leadership.
• Arrange complex domestic and international travel, including itineraries, visas, country clearances, and briefing materials.
• Collaborate with stakeholders to compile travel packages and ensure readiness for official travel.

Communications & Stakeholder Engagement

• Communicate effectively with senior officials, staff, and external stakeholders, including interagency and overseas posts.
• Provide briefings and presentations on administrative and programmatic topics.
• Handle inquiries and communications with professionalism, discretion, and sound judgment.
• Engage with high-level officials and stakeholders, adapting communication style to context and sensitivity.

Data, Systems & Knowledge Management

• Develop and maintain spreadsheets, databases, trackers, and reporting tools with advanced functionality.
• Support SharePoint and knowledge management systems, including document libraries and permissions.
• Analyze and disseminate key information from cables and other sources to relevant offices.
• Ensure accuracy, accessibility, and organization of program and administrative data.

Process Improvement & Special Projects

• Identify inefficiencies in administrative and programming processes; recommend and implement improvements.
• Develop new procedures or refine existing ones to enhance workflow and eliminate duplication.
• Independently manage special projects, studies, and assignments in support of Front Office priorities.
• Provide recommendations based on data analysis and organizational needs.

Requirements

• Bachelor’s degree from an accredited institution.
• 7 years of relevant experience in program analysis, executive support, or federal operations.
• Demonstrated experience supporting senior executives or Front Office environments.
• Strong analytical, organizational, and problem-solving skills.
• Excellent written and oral communication skills, including drafting and editing high-level documents.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with SharePoint or similar systems.

Preferred Qualifications

• Experience supporting the U.S. Department of State or similar federal agencies.
• Familiarity with OBO mission areas, including overseas facilities, engineering, or construction programs.
• Experience with task management systems, performance tracking, and data visualization tools.
• Knowledge of Department of State correspondence formats, cable traffic, and administrative processes.
• Experience coordinating with interagency and overseas stakeholders.

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.