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Administration Support Specialist Senior

4 months ago

Chantilly, United States Arcfield Full time
Overview

Arcfield is a leading provider of full lifecycle, mission-focused systems engineering and integration capabilities to the U.S. government and its allies. The company has more than 60 years of proven experience providing advanced engineering and analysis, IT and C5ISR capabilities to support our nation’s most critical national security missions. Headquartered in Chantilly, VA and with 16 offices around the world, Arcfield employs approximately 1,200 engineers, analysts, IT specialists, and other professionals who put our customers’ missions first, helping them solve their most complex challenges through innovations in modeling, simulation and analysis, digital transformation and C5ISR. Visit arcfield.com for more details.


Responsibilities

Engages in a diverse set of specific tasks covering a broad set of administrative capabilities. Answers phones and greets visitors. Schedules appointments and maintains calendars. Schedules and coordinates staff and other meetings. Collates and distributes mail and prepares communications, such as memos, emails, invoices, reports, and other correspondence as requested. Writes and edits memos, letters, and other miscellaneous documents as requested. Creates and maintains filing systems (electronic and physical). Manages office inventory and ensures the regular supply of office materials. Sets up appointments, distributes reports, and manages coordination and correspondence between internal and external bodies. Manages miscellaneous data in spreadsheets (e.g., Microsoft Excel). Operates office equipment including printers, copiers, fax machines, and multimedia instruments. May travel off-site on one or more occasions to deliver classified or unclassified reports or files to other internal or external bodies.

 

The roles and responsibilities consist of, but are not limited to the following:

  • Coordinate schedules and manage calendars, set up meetings and coordinate daily activities amongst executive management.
  • Coordinate operational requests and consultation scheduling with the branch’s schedule and requestor’s schedule.
  • Coordinate the management of one location to include supply purchasing, logistics, property turn in, HAZMAT disposal, pouching, and corporate IT issue reporting; and provide assistance with the creation of standard operating procedures for Department administrative activities.
  • Assist with monitoring and reporting on the program’s budget following government budget reporting requirements.
  • Provide assistance with the capture of data management across Sponsor Programs.
    • Develop and communicate operational and business metrics.
    • Support the Sponsor’s front office to collect/mine appropriate data to assist in the definition of appropriate operational and business metrics.
  • Coordinate schedules, generate minutes, and document action items. As directed, the candidate shall provide documentation assistance for Sponsor meetings with stakeholders external to the Sponsor
  • Provide executive support including meeting minutes, task tracking, and professional coordination of managerial priorities with Sponsor and partner organizations.
  • Support action item requests.
    • Triage and adjudicate all taskers received in any form pertinent to the Sponsor’s mission to include queries of Department level management prior to Sponsor involvement.
    • Work across the program to collect appropriate action inputs.
    • Provide timely, accurate and responsive replies to all applicable actions.
    • Adjudicate conflicting responses.
  • Support tracking, monitoring, and updating of program’s requirements as well as tracking and inputting legacy data using the program’s requirements tracking system.
  • Support ad-hoc program and department level engagements (i.e. all hands, offsites, etc.).
  • Support development of program documentation to include standard operating procedures and workflows.
  • Support on-boarding to include vault accesses, EARRS requests, and check-in sheet coordination.
  • Support preparations and delivery of equipment during weekly drop-offs to vendor locations in the Northern Virginia area.

Qualifications

  • Demonstrated experience working in a collaborative, fast paced environment with a willingness to assist and support teams with evolving requirements and objectives.
  • Strong analytical abilities and skills in organizing, planning, communicating, and executing project management tasks.
  • Ability to analyze and prioritize tasks, solve problems, work several tasks concurrently, and efficiently manage a high volume of emails, develop fluency with online tracking tools rapidly and effectively.
  • Proven ability to work independently while also coordinating, collaborating, and liaising with appropriate stakeholders.
  • Ability to develop and maintain positive working relationships with officers at all levels of the organization.
  • Demonstrated good judgment, initiative and critical thinking ability to take action to execute mission by leveraging networks and drawing on multiple areas of expertise.
  • Ability to support multiple programs and projects simultaneously.
  • Extensive experience preparing briefings and documentation for all levels of audiences.
  • Ability to translate technical information and communicate it to a non-technical audience.
  • Strong analytical skills and attention to detail.
  • Self-starter with strong initiative and follow through.
  • Expert level skills with Microsoft Office products.
  • Minimum of a Bachelor’s degree with 8 years of experience. BS 8-10, MS 6-8, PhD 3-5
  • Must possess and be able to maintain a TS/SCI with polygraph clearance.

EEO Statement

EEO

Arcfield proactively fulfills its role as an equal opportunity employer. We do not discriminate against any employee or applicant for employment because of race, color, sex, religion, age, sexual orientation, gender identity and expression, national origin, marital status, physical or mental disability, status as a Disabled Veteran, Recently Separated Veteran, Active-Duty Wartime or Campaign Badge Veteran, Armed Forces Services Medal, or any other characteristic protected by law.