Admin Specialist IV

Position Summary

Admin Specialist IV – 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.

• Provide direct administrative support to the DAS and coordinate communication between leadership, Regional Directors, Regional Security Officers, and other Department of State (DOS) personnel.
• Manage complex travel arrangements (domestic and overseas), prepare authorizations, vouchers, visas, and coordinate agendas with relevant stakeholders.
• Organize and support meetings involving senior DOS officials, interagency partners, and external entities, ensuring proper logistics and communication capabilities.
• Prepare and edit a wide range of documents, including memoranda, briefing materials, reports, and correspondence, ensuring accuracy and adherence to formatting and style guidelines.
• Track and manage directorate‑wide tasks, including travel requests, staffing reports, press guidance, and activity reports; maintain databases, SharePoint systems, and project tracking tools to monitor progress and ensure timely completion of assignments.
• Support high‑threat and high‑risk (HTHR) post evacuations by coordinating administrative tasks, maintaining task force rosters, and facilitating communication with executive leadership and command centers.
• Manage temporary duty (TDY) requests, staffing matrices, and coordinate with regional teams to ensure operational needs are met.
• Oversee administrative processes such as time and attendance tracking, payroll coordination (including LEAP and compensation issues), and maintain records for audit readiness.
• Manage conference room scheduling, parking pass distribution, and support international workshops and conferences.
• Review Memorandums of Understanding (MOUs) with Department of Defense partners, coordinate protective security staffing, process danger pay and post differentials, and assist with procurement and equipment requests.
• May involve training administrative personnel and improving internal processes.

• U.S. citizen.
• Bachelor’s degree or 1‑3 years of relevant administrative experience.
• Strong proficiency in Microsoft Office and experience with database systems.
• Excellent organizational, multitasking, and communication skills; ability to work independently and interact effectively with personnel at all levels.
• Familiarity with foreign affairs, national security, and DOS procedures is preferred.
• Experience drafting professional documents for senior officials.
• Demonstrated reliability, flexibility, attention to detail, and capacity to perform in a high‑volume, fast‑paced environment.

A Secret security clearance is required.

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

$46.88 per hour