Verwaltungsassistent/in (m/w/d)

Verwaltungsassistent/in (m/w/d)

Ausschreibungsbereich

WHO MAY APPLY:

Current INTERNAL Local National Employees throughout Germany. This covers all current Local National employees of the U.S. Forces in Germany, including U.S. Air Force and AAFES-Europe within Germany

and

EXTERNAL Local National Applicants who reside in Germany.

Hauptaufgaben

As the department's assistant integrated information management (IM) system operator, manages daily multiple course change inputs and a wealth of student information updates required to support NSO's education and training activities. Manages all departmental IM inputs/outputs and coordination throughout the organization. Receives Joining Reports and sends Confirmation Messages to students. Posts student in-processing information to appropriate database journals. Maintains the student database network. Exercises close contact with the CJ-8 department to confirm that all student data is correct for billing purposes. Serves as a NSO POC/liaison to medical insurance providers for more than 5,000 partner nation students annually. Coordinates all standard and emergency student support requirements, i.e. assisting/booking/re-booking of student arrival/departure airport transportation/accommodation, working in close coordination with Course Directors (CD) and Department Directors (DD) at NSO. Facilitates resolution of student VISA issues. Incumbent prepares presentations, briefings, and messages which inform the students of all vital NSO administrative procedures, information pertaining to the local community, and emergency actions to take in case of an emergency.

Carries out and coordinates the clerical and day-to-day administrative support activities which are typically required to accomplish the work of the department. Receives phone calls and visitors to the office. Confirms the nature of inquiries and either directs them to the appropriate subject matter expert or personally provides desired information when routine or procedural matters of the office are involved. Personally takes care of many routine matters and, on the basis of knowledge of the programs and operations, refers other inquiries to appropriate personnel. Responds to routine requests on status reports or suspense dates, when data is readily available in files and/or the database. Receives and reads incoming correspondence and reports. Composes replies to general inquiries not requiring technical knowledge of the program. Provides administrative support to departmental sections, should extraordinary circumstances dictate. Independently performs standard and non-standard NSO reproduction and/or destruction services for large quantity document requirements. Material is submitted by CDs, Administrative Course Assistants (CA) and other members of the staff, either in hardcopy or electronically.

Reviews daily and monthly computer printouts. Reconciles journals and supporting documentation to detect and correct erroneous posting. Collects documentation and factual information regarding students and conference attendees to be incorporated into applicable databases. Screens and/or verifies supplied information for completeness and accuracy (e.g., documentation, reporting format, missing data elements, etc.) by referring to procedural guidelines. When errors are detected, initiates appropriate action to have them corrected (e.g., contacts originator, determines/makes necessary changes, etc.). Compiles the resultant data in order to produce statistical reports (i.e., quarterly, semi-annual, and annual reports) concerning student quotas, actual attendance, shortfalls, and student weeks. Reports are detailed and are used by management as a tool for monitoring and planning student attendance. Reviews students support initiatives to ensure student, faculty, and administration needs are met. Serves as contact point for enrolled and prospective students and conference participants. Counsels and confers with them providing program procedures, policies, goals, and objectives, technical guidance, and problem resolution. Provides coordination of program activities for students regarding departmental services. Directs students to the appropriate advisor or departmental manager. Develops and sustains strong positive relations with program coordinators and departmental leadership to ensure achievement of the mission and goals of the NSO.

Incumbent may be required to assist coordination of classroom preparation, to include basic functional checks. Incumbent coordinates with CAs to ensure all pre-course checks are being performed, and may be tasked to assist. Pre-course checks include, but are not limited to, logging in with student accounts to check resource access and functionality in Class and Syndicate rooms, verifying all audio/video capabilities of each room are functional, and preparing and verifying interpretation headsets. Further, preparations will include inventory control, to ensure all necessary equipment is present (mice, keyboards, etc.). Incumbent must inform CJ6 of any deficiencies regarding class and syndicate room functionality or inventory. Supports Video Teleconferences (VTC) in classrooms (start, stop, and monitor). Once the VTC systems and the VTC link have been installed and checked by the technicians, incumbent runs and monitors ISDN and TCP/IP VTCs as needed. If technical difficulties are encountered, incumbent contacts the CJ6 department for assistance. Incumbent may be tasked with assisting with course preparation and assisting course execution IAW NATO School SOP 300 and NSO SOIs 300-3 and 300-11, which provides guidance for duties and includes but is not limited to: Advanced material preparation, monitoring AV equipment, preparing information packages for students, providing assistance to guest speakers, managing auditorium displays from control booth for course material such as PowerPoint presentations, etc.

Performs other duties as assigned.

Qualifikationsanforderungen

Description of the Education & Training Levels:
https://portal.chra.army.mil/mnrs?sys_id=0a86e971cd2d2d10aaffb5ebb50f5ac9&view=sp&id=mnrs_kb_article&table=kb_knowledge

Qualification Standard C1-05

E&T Level I: 2 years of creditable experience as defined in A below PLUS 1 year of experience as defined in B below.

Current employees who do not meet E&T Level I and who are not in the same or similar occupation must have 2 additional years of creditable experience as described in A below.

E&T Level II: 1 year of creditable experience as defined in A below PLUS 1 year of experience as defined in B below.

E&T Level III and above: No additional experience required.

Current employees who have served one year in the same or similar occupation are qualified for the next higher grade.

Experience A: Included clerical work in an office or store, working with computers, bookkeeping, making and recording inventories, telephone marketing, arranging for events or as a cashier, etc.

Experience B: Experience in the same or similar line of work as the job for which considered. The experience must demonstrate that the applicant possesses the particular knowledge, skills and abilities required in the position. The predominant experience must have been gained at a comparable level of difficulty to the position to be filled.

Office Automation skills required.

LANGUAGE PROFICIENCY LEVEL:
English level B2 required according to the Common European Framework of Reference for Languages.
You will find numerous test providers online who offer tests for the language levels according to the "Common European Framework of Reference for Languages".

Description of the Language Levels:
https://portal.chra.army.mil/mnrs?sys_id=13a66d71cd2d2d10aaffb5ebb50f5aa0&view=sp&id=mnrs_k_article&table=kb_knowledge

Auswahlkriterien auswählen

General Information for LN Job Announcements - please read:
https://portal.chra.army.mil/mnrs?sys_id=77e3ac4a5ce32110924578e08ba9227c&view=sp&id=mnrs_kb_article&table=kb_knowledge

Beschäftigungsbedingungen

This position is a Nonappropriated Fund Position.

Possible weekend, holiday or evening work required.

Regular & Recurring Teleworking may be authorized.

Special Conditions for NATO SCHOOL Oberammergau:

Must be a citizen of a NATO member state and must be able to establish residency with permission to work in Germany before or within the probationary period. As proof a current German residence permit must be presented. The failure to present a working permit will lead to the termination of employment during the probationary period or any time thereafter, when there is doubt that a working permit may be granted by the German authorities.

Must present either a valid Police Good Conduct Certificate from the local resident registration office or a valid NATO and/or National Security clearance on initial appointment or reappointment after a break in service of a period longer than 6 months. Costs for the certificates are not reimbursable.

A Local National Screening Program (LNSP) background check must be initiated within 3 days of appointment in order to determine suitability for continued employment. An unfavorable result will lead to the termination of employment during the probationary period or any time thereafter, if the background check reveals that the employee constitutes a security risk.

We offer:
•employment in an international environment with a welcoming atmosphere
•high level of job security and attractive pay under German tariff agreements (CTA II; Protection Agreement) including, but not limited to, the following tariff entitlements:

•30 days of annual leave; 36 days for severely handicapped employees (Additional time-off on 24 & 31 December per tariff agreement)
•vacation and Christmas pay (total of 13 monthly salaries)
•various additional social benefits (e.g., employer pension scheme through Allianz group insurance; property accrual payments)

Beyond the tariff agreement,
•usually time off on 8-9 U.S. holidays due to work hour redistribution (Governed by shop agreement)
•employer-specific programs for flexible work schedules; mobile work; length-of-service/ performance awards
•health promotion and fitness programs, including free use of employer-run Fitness center