Office Manager
1 month ago
Essential Job Functions:
Coordinates and supports day-to-day office activities and administrative functions for a client organization, working to identify issues, resolving them within established guidelines, and communicating risk to the Program Manager (PM), Deputy Program Manager (DPM), and Program Office Lead (POL) as appropriate and necessary. Daily tasking will vary and may include managing office calendars, monitoring official correspondence, establishing, and updating Standard Operating Procedures (SOPs) for common administrative functions, coordinating event and meeting logistics, communicating and coordinating administrative resource and supply requirements, maintaining and updating data repositories, and providing desktop publishing services. Applies industry/organizational knowledge and experience in similar roles to programs/projects. Uses standard policies, procedures, and practical application of the general and technical aspects of the job to complete assignments and request clarification as needed. Works under general supervision and is autonomous in the completion of tasking. While routine work requires little to no instruction, general instructions will be provided for new assignments. May serve as informal lead for internal administrative projects.
Responsible for organizing, prioritizing, and scheduling meetings, calendars, and deadlines for the PM, DPM, and POL. Performs a variety of complex and routine administrative and secretarial duties with minimal supervision in compliance with written and oral guidance and policies. Executes independent decisions within established guidelines, and performs a full range of administrative services, including organizing a travel schedule, detailed calendar organization and management, such as scheduling meetings including understanding whether appointments should be scheduled with other team members, deconflicting competing appointments, processing visit requests, managing office resources to keep productivity high, and completing expense reports. Communicates with and assists the executives with managing and prioritizing the daily workload and adjusting for revised priorities, including preparing meeting materials, and maintaining continuity of office in the executive's absence. Pays strict attention to detail when composing and proofing materials, establishing priorities, and meeting deadlines. Leverages network and resources to accomplish objectives swiftly and effectively, participate in or lead team initiatives, as needed, and take initiative to improve operations and office best practices within established guidelines.
Skills:
- Experience Onboarding and Offboarding staff and contractor support onto the program (e.g., supporting badging, seating, asset management and tracking, building accesses, email and system account creation, etc.)
- Experience with Defense Travel System (DTS), Defense Information System for Security (DISS), Enterprise Data Warehouse (EDW), calendar management, SharePoint, Microsoft Teams, managing and creating Visit Authorization Requests (VARs), supporting Transfer Into and Exit (TIE) coordination duties, managing serialized documents, and System Authorization Access Requests (SAAR forms)
- Knowledge of military protocol and correspondence
- Attention to detail and the ability to conduct quality assurance/quality control on their work and other peoples’ work
- Candidate must be forward leaning with the desire to complete tasking and anticipate what comes next and/or how to support in a most robust capacity
- Exceptional communication skills required both written and verbal
- Ability to professionally collaborate, interface, and communicate with programmatic clients and leadership
- Must enjoy solving/tackling problems, dealing with surprises, and be flexible in their ability to adapt to ever-changing requirements
- Ability to prioritize deliverables and responsibilities to use time prudently
- Strong knowledge of Microsoft Outlook, Word, PowerPoint, and Excel. Candidate may be asked to demonstrate skills prior to hiring
Requirements
- Secret Clearance (active DoD)
- High School Diploma or GED and 7+ years directly related experience or Associates and 4+ years directly related experience.
- Hybrid Reporting (In Office 3-4 days per week): Work Location Washington Navy Yard
Desired Qualifications:
- BA or BS degree
- Prior NAVSEA Office Manager or Executive Assistant
- Prior Navy Service
IFAS is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other protected class.
We are an equal opportunity employer.Company DescriptionIntegrated Finance and Accounting Solutions (IFAS) is a service-disabled veteran, woman owned small disadvantaged business firm that applies integrated finance and accounting solutions to every engagement to help clients build sustain, and maintain a profitable business model. We do this with a corporate commitment to provide on time service that is mission focused and results driven. It is our true belief that finding the right solutions to your business' mission makes doing business less challenging. IFAS' core capabilities include business & Finance operations, IT Support Services, Acquisition and logistics support.\r
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We are an equal opportunity employer.
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