Scheduler & Operations Coordinator

Washington, DC, USA
Posted on  

Job Description


Congressman Ro Khanna’s district office in Santa Clara has an immediate opening for a Scheduler & Operations Coordinator, which offers responsibility for a range of scheduling, administrative, community outreach and casework duties. This is a non-supervisory, exempt position. The starting salary is $71,000 per year. The application process may include several interviews and a practical test of relevant skills. There is one current job vacancy, and the office has the right to fill any number of positions vacant or becoming vacant during the life of postings.

ESSENTIAL JOB FUNCTIONS

Scheduling and Operations Duties

  • Coordinate with district office and Washington DC staff -- especially our Senior Advisor for Scheduling (in DC) -- and directly with Rep. Khanna to set up, schedule and facilitate the congressman’s meetings and engagements both in the congressional district and across the country. 
  • Ensure all necessary information is on the calendar including flights, hotels, and background information on meetings, and provide a daily check on the calendar that gets sent to the Chief, District Director and DC Senior Advisor for Scheduling.
  • Work with fellow staff members on a variety of tasks and projects that directly benefit our constituents. 
  • Prepare detailed daily itineraries, including contact information, locations, travel times and staffing assignments for those activities.
  • In real time, anticipate and stay up to date on schedule changes/obstacles and communicate them to Rep. Khanna and staff.
  • Maintain prioritized listings of upcoming events and potential constituent meetings for future visits.
  • Serve as the default driver for Rep. Khanna when he is in the San Francisco Bay Area and be physically present whenever the Member is in the office.
  • Perform administrative duties that facilitate logistical operations in the local office, such as overseeing equipment and supplies, assisting with office administration, as well as answering phones, logging calls and helping to serve walk-in constituents.

Community Outreach, Casework, General Duties

  • The position also involves representing the Congressman in a variety of community activities, including interacting with leaders of community groups and local organizations, as well as local and state elected officials and stakeholders.
  • The duties include special project coordination and helping the staff team manage monthly town hall meetings and special events hosted by the Congressman, such as issues-based forums and roundtable meetings.
  • Another secondary role will be casework, helping residents resolve problems with federal government agencies, including US Citizenship & Immigration Services, Department of State, Veterans Affairs and Social Security Administration. The staff member will liaison to federal agencies and state/local representatives and responds to constituent inquiries through written and oral communication.
  • The Scheduler & Operations Coordinator is expected to both work in the office and perform activities out in the community as outlined below under Work Conditions, Schedule and Benefits.
  • The successful candidate will also help train and mentor student interns.

EDUCATION (OR EQUIVALENT EXPERIENCE): A bachelor’s degree with strong academic credentials, or equivalent experience/training in legislation or public service (e.g., casework, constituent service, community outreach) is required.

SKILLS AND KNOWLEDGE REQUIRED:

  • Ability to work cooperatively and courteously with others (both co-workers and constituents). Past customer service experience is strongly preferred.
  • Strong oral and written communication skills, as well as public speaking experience.
  • Professional telephone manner and temperament to communicate with a variety of personalities in a tactful, pleasant, and professional manner.
  • Must have a driver’s license, ready access to a car and the ability to drive to both staff Rep. Khanna and perform field work.
  • Residency in the district is preferred, as is a knowledge of the region. 
  • Knowledge of local, state, and federal agencies and departments; and awareness of issues and events in the district in which the Congressman is involved.
  • Thoroughness, organizational skills, and careful attention to detail.
  • Ability to exercise discretion and independent judgment in fulfillment of casework responsibilities.
  • Knowledge of office policies, practices, and procedures; office computer applications; and proficiency in word processing.

WORK CONDITIONS, SCHEDULE and BENEFITS:

  • The Scheduler & Operations Coordinator is a represented position, eligible to join the Congressional Workers Union. 
  • The Scheduler & Operations Coordinator reports to the Director of Constituent Services and works closely with the Senior Advisor for Scheduling, Operations and Special Projects. The District Office is managed by the District Director and the Chief of Staff, or their designee.
  • Work is mainly performed in an office environment. Noise levels are usually low to moderate. Staff may have small workstations. 
  • Work schedule: The district office functions on a hybrid basis, with each staff member expected to be based in the physical office three days a week and allowed to work from home two days a week. The office is open 9:00am-5:00pm Monday-Friday, with a full lunch hour. In addition, staff are expected to be monitoring for any scheduling issues that could arise outside of normal work hours. Commensurate flex time (time off during the week) within proscribed standards will be granted upon request.
  • Benefits: Staff currently accrue 1.25 days of annual leave per month, which totals 15 days per year (6 of which may be carried over to the following year). 15 annual Sick/Mental Health Days are granted at the start of each year. Flex time is also allowed for necessities such as emergencies, medical appointments, short-term needs, etc. Other benefits include the opportunity to participate in group health insurance, retirement savings, a potential annual bonus, etc.

TO APPLY: The Office of U.S. Congressman Ro Khanna is an equal opportunity employer; we do not discriminate based on race, color, religion or lack thereof, national origin, sex, gender identity, sexual orientation, age, marital or family status, disability, arrest history, military service, organizing activity, or any ground that is specifically prohibited by law or regulation applicable to the Office; all are welcome and encouraged to apply. Note that all successful candidates must meet citizenship-related requirements and undergo a security check.  Please e-mail a cover letter, brief writing sample and resume to District Director Tom Pyke (tom.pyke@mail.house.gov) and Director of Constituent Services Simeone Chien (simeone.chien@mail.house.gov). Phone (408) 436-2720