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Office of the Secretary of Transportation Executive Assistant (Open to both U.S. Citizens and Federal Employees) in Cambridge, Massachusetts

Summary The Volpe Center seeks an Executive Assistant for the Volpe Center Director for Research and Innovative Technology assisting in the efficient and effective management of the executive offices, assisting in the delivery of programmatic responsibilities related to the Center’s technical projects and administrative support functions. The employee also performs special projects which cover a range of issues that result in providing pertinent analysis and information that influences decisions. Responsibilities In this role, you will be performing a variety of assignments to support the Director for Research and Innovative Technology, exercising the highest level of confidentiality, trust, and integrity in dealing with matters of the highest sensitivity and urgency, while building and maintaining close relationships among all levels of the Volpe Center's management team and administrative support staff, and key stakeholders both inside and outside of the Department. As a Executive Assistant, you will: Lead efforts and studies for determining, developing, evaluating, and interpreting complex administrative processes, policies, and procedures. Examine, analyze, and ensure administrative processes are operating at the greatest level of effectiveness and efficiency, identifies deficiencies, and makes clear and complete recommendations for improvement. Perform analyses, develop reports and decision documents, and work with the Project Management Office (PMO) and the Business Enterprise Office (BEO) leads, as well as business managers to acquire data needed for evaluating the execution of the indirect budget, new work development and execution, and other management functions. Conduct studies of the most critical administrative and reporting work processes and analyzes practices and procedures to identify and recommend solutions to problems. Prepare management communication, analysis and reports on data, and organizes the data to deliver briefings to managers, that include, guidance on techniques for management and methods improvement; analyzing and advising on proposed reorganizations or realignment of administrative functions; and developing new processes, data, tools, training, manuals and directives covering the administrative aspects of Volpe administrative and/or technical operations and its oversight. Receive visitors, calendar invites and telephone calls to the Director. Uses discretion, sense of timing and propriety, and an understanding of supervisor's interest in making proper disposition of calls or visitors. Assist in weekly data collection, synthesis review and dissemination for the Director of Research and Innovative Technology. Maintain the Director's schedule without prior clearance and keeps her/him informed of appointments, conferences, etc. Ensure that appointments are scheduled to ensure efficient utilization of supervisor's time and that the task likes are kept up to date. Diplomatically cancels or reschedules appointments in favor of those having higher priorities. Arrange for space, materials, supporting documents, other participants, etc. to ensure efficient meetings. The ideal candidatehas served as a lead in an administrative role with responsibilities for determining and interpreting certain administrative policies and procedures to be used throughout an organization. Superb communication skills are a must as this position will convey technical and administrative management requirements to employees, peers, executives and contractors across the agency. PLEASE NOTE: Current Volpe employees with duty stations other than Cambridge, MA may apply for this position and may remain in their current duty station, if selected. Salary will be adjusted in accordance with the locality pay of the specific area.Salaries for all areas are available on the OPM website at: Requirements Conditions of Employment You must be a U.S.Citizen and eligible for consideration. You must meet specialized experience to qualify. Required documents must be submitted by the closing date. Submit application and resume online by 11:59 PM EST on the closing date. CONDITIONS OF EMPLOYMENT: SELECTIVE SERVICE: Males born after 12/31/1959 must be registered for the Selective Service. PROBATIONARY PERIOD: You must complete a one-year probationary period (unless already completed). TIME-IN-GRADE:Federal applicants must have served 52 weeks at the next lower gradein the competitive or excepted service in the executive branch to satisfy time-in-grade restrictions contained in 5 CFR 300, Subpart F. DEU REQUIREMENTS: Applicants selected under delegated examining procedures may be required to successfully complete a one-year probationary period (unless already completed). EEO STATEMENT: The Department of Transportation (DOT) maintains a model federal work environment that is free of discrimination. DOT ensures equal employment opportunity for employees and applicants for employment, regardless of race, color, national origin, religion, sex (including pregnancy and gender identity), genetic information, age, disability, sexual orientation, or protected activity. Qualifications To meet the minimum qualifications for this position, you must meet the specialized experience qualifications for the grade at which you are requesting consideration. To qualify for the GS-11, you must have at least one year of specialized experience equal orequivalent to the GS-09 grade level in the following: Experience performing analysis and with developing reports on processes, policies, procedures and technical outcomes. Conducting administrative studies and analyzes practices and procedure to identify solutions. Experience providing technical guidance to the administrative support staff to include review of work submitted for the executive offices, providing guidance, and developing necessary training while ensuring adequate administrative support for the executive offices. OR onEducation,you must have 3 years of progressively higher level graduate education leading to a Ph.D. degree OR Ph.D. or equivalent doctoral degree. To qualify for the GS-12, you must have at least one year of specialized experience equal orequivalent to the GS-11 grade level in the following: Experience leading the examination and analysis of administrative support procedures, processes and matters, develops reports on processes, policies, procedures and technical outcomes. Experience leading efforts and studies for determining, developing, evaluating and interpreting administrative policies, and procedures. Examines, analyses, and ensures administrative processes are operating at the greatest level of effectiveness. KNOWLEDGE, SKILLS AND ABILITIES (KSAs): Your qualifications will be evaluated on the basis of your level of knowledge, skills, abilities and/or competencies in the following areas: Knowledge and skill in applying analytical and evaluative methods in the assessment andimprovement of the Volpe Center Director for Research and Innovative Technology administrative program operations and administrative management processes to improve efficiency of operations. Knowledge of administrative concepts and practices sufficient to recommend adaptation to existing policies and procedures that require updating or comprehensive changes to administrative policies that are not working. and devise and install procedures and practices that may affect subordinate organizations. Knowledge and thorough understanding of Director and office’s duties, priorities, commitments, policies, and goals to perform non-routine assignments. Knowledge of the range of software to support the substantive programs of the Volpe Center as they relate to administrative functions; data collection, analysis, visualization and reporting; and responsibilities of the Director. Knowledge of the viewpoints on matters which are covered by established policy and procedures on which decisions are to be made as well as a knowledge of the activities and responsibilities of the staff. Knowledge of office and conferencing automation equipment and software and skill with applications such as TEAMS, Zoom, Excel, PowerPoint and Word in the generation of presentation material, graphics, and data tracking. Knowledge of budgetary tools, such as Data Warehouse and Delphi to be able to help develop and track both specific task budgets and overall V300 spending. Skill in conducting research for preparation of internal and external correspondence, reports and briefing books, and in basic research techniques sufficient to recognize essential data and provide concise, pertinent summaries of information. Skill in effective oral communications and knowledge of basic public relation principles to promote a harmonious relationship with Congressional offices, state and local government officials, various federal agencies, and the public. Knowledge of grammar, spelling, punctuation and required format, and skill in writing letters, correspondence, reports, and other documentation, and in summarizing this information for use by others. For all types of consideration, experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. For additional information about applying to Federal positions, please click on the following link: Other applicants must meet all qualification requirements by the closing date of this announcement. Education Additional Information PLEASE NOTE: This is nota Bargainingunit position. COVID VACCINATION: If selected, you will be required to provide information regarding your COVID-19 vaccination status for the purposes of implementing workplace safety protocols, such as protocols related to masking, physical distancing, testing, travel, and quarantine. This announcement may be used to fill additional positions if similar vacancies occur within 90 days of the issue date of the referral certificate.