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Senior Administrative Support

4 months ago

Dayton, United States ASTRION, INC. Full time

Overview:

Administrative Support

Be the Difference

Astrion offers comprehensive services that boost preparedness, optimize performance, and ensure success across various domains, from Cyber to Digital, Mission and Systems, servicing our nation's Civilian, Defense and Space communities. We support customers with Centers of Excellence in Washington DC, Huntsville, AL and Burlington, MA with an additional 36 locations across the U.S.

Astrion has an exciting opportunity for an Administrative Support Specialist to join the F-15 System Program Office within Astrions Air Force Division, F-15 Foreign Military Sales (FMS).

JOB DETAILS

LOCATION: Dayton, Ohio

JOB STATUS: FT

TRAVEL: 5% or <

REQUIRED QUALIFICATIONS / SKILLS

  • Minimium of GED and ten years of experience in the respective profession, five of which must be in the DoD.
  • Independently demonstrate proficiency in the use of Microsoft Office Applications (Outlook, Word, Excel, PowerPoint, SharePoint, Skype/Lync, and MS Teams), Adobe Acrobat, and applications for access to the World Wide Web including MS Internet Explorer. The Contractor may be required to learn to use other commercial or specialized computer applications as specified in this PWS.

RESPONSIBILITIES (Note: not all inclusive)

  • Perform the administrative tasks described in the PWS in support of the daily operations within the F-15 Division. The Contractor shall interact with lateral organizations or any external agencies required including base facility, personnel, security, computer support, foreign disclosure, foreign travel, public affairs and the building managers to facilitate uninterrupted day-to-day operations of the F-15 Division and its corresponding USG organizations.
  • Assist in planning/organizing the full spectrum of actions required for the F-15 Division to conduct day-to-day business and in performing a wide range of program management activities include, but not limited to:
  • Manage executive calendars and scheduling meetings;
  • Work with functional managers, outside agencies, Contractor personnel, and the program office customers to organize and manage presentations and other material in support of meetings, minutes, agendas, and compilation of briefings;
  • Gather a variety of program information;
  • Develop executive documentation, and;
  • Prepare/coordinate briefings and decision documentation.
  • Provide integration, communication coordination, and planning expertise to the acquisition, modification, and sustainment efforts and support, plan, coordinate, and participate in program reviews and conferences including, but not limited to, executive, readiness, technical, budget, design, weapon system requirements, working groups, and supportability management. Following each review, the Contractor shall prepare/manage meeting minutes and compile action items.
  • Provide the support necessary to coordinate with F-15 Division daily operations, to include, facilitating Chief of Staff, general officer and Congressional taskings and suspenses and provide assistance in the development of program documentation, including, but not limited to, weapon system roadmap, aircraft availability plans, program management plans, modification management plans, and other program plans, strategies, schedules, or agreements necessary for efficient program management
  • Create, identify, and maintain a list of all work efforts and the offices of primary responsibility and the action officers and ensure effective utility of all work efforts, making appropriate changes and resolving issues as they occur.
  • Assist Government PMs in communicating, compiling and maintaining IMSs, milestone tracking and schedule assessment to include the development and maintenance of
  • specific tasks or project-oriented schedule program reviews and LCSPs and providing support for program management, financial, contracting, configuration, engineering, system integration, and logistics management activities such as integrating information into required reports; generating and maintaining files, forms and established file plans; processing mail (receive, sign for, and distribute mail, both classified and unclassified); accessing, storing, and handling classified material as required; and preparing correspondence (both classified and unclassified).
  • Support the F-15 Division by taking meeting attendance, drafting meeting minutes (CDRL A011, Conference Minutes) and making travel arrangements. Travel support shall include interfacing with the Lead Defense Travel Administrator and site Defense Travel System (DTS) help desk on all DTS related issues, preparing and reviewing travel authorizations and vouchers for completeness and/or accuracy, ensuring expenditures are allowable and pre-approved by authorizing officers with attached receipts.
  • Support staff leadership, supporting teams and other office personnel by maintaining Microsoft Outlook calendars and schedules of leadership personnel within the organization to maintain coordination and facilitate office operations and generating and/or implementing procedures for typing, filing, copying, paper shredding, destruction of sensitive data, and control of documentation, correspondence and action items and shall review documents for accuracy of data, procedure compliance and error-free documentation.
  • Assist in the production of databases, spreadsheets, graphics and other specialized products and facilitate the use of standardized automated forms such as organizational charts; pyramid alert/recall and shelter-in-place rosters, travel orders, performance reports, i.e., officer performance reports and enlisted performance reports, civilian and military awards, materials procurement, maintenance and disposition, as well as other periodic or ad hoc
  • Reports as well as answer telephone calls and take messages for the F-15 Division staff personnel.
  • Plan and coordinate secured and non-secured meetings to include video teleconferencing and room set-up (ensuring sufficient seating, name placards, etc.) and provide support for internal and external briefings and reports by providing expert knowledge and capability in the use of personal computers and operating systems to produce visual aids (slides, view graphs, briefing charts and other graphics) using appropriate software applications and SharePoint in addition to assist in improving internal management processes by proposing and/or implementing improvements to visual, computer-based communications used by the program office to manage its critical processes.
  • Assist in managing and tracking the civilian and military decoration programs within the F/B Directorate and F-15 Division while also assisting in processing civilian monetary and honorary recognition packages and reviewing all military recognition and decoration packages in addition to assisting in processing nomination packages for quarterly/yearly recognition programs and special trophies.
  • Assist in managing and tracking the F-15 Division training program activities and tracking the training budget information for the training government purchase card holder in addition to assist in updating/retrieving training information from the Education and Training Management System (ETMS), and F/B Directorate integrated digital environment databases. Shall assist in processing training requests.
  • Assist with in/out-processing actions for the F/B Directorate and F-15 Division and with initiating and updating in/out-processing checklists and associated forms while also scheduling incoming personnel with inprocessing appointments in addition to briefing incoming personnel and schedule / coordinate with other in-processing briefers.
  • Assist with monitoring, opening, and closing conference rooms and escorting visitors to required locations also assist with coordination and set-up of the F/B Directorate acquisition resource boards, directors calls, and operations calls.
  • Monitor office supplies and assist the appropriate focal points with ordering and tracking office supplies and ensuring adequate levels of consumable items needed for presentation/graphics and assist F-15 Division focal points with semi-annual self-inspection processes.
  • Maintain and distribute emergency management procedure and update the Enterprise Information Management SharePoint site with correspondence guidance and other useful information and serve as the Microsoft SharePoint and Wright-Patterson and Robins electronic records management records custodian.
  • Serve as the working-level POC self-assessment program administrator and shall work independently on reviewing and updating the Management Internal Control Toolset (MICT) with duties to include, but are not limited to, assigning checklist permissions, loading checklists in MICT, assisting checklist POCs with resolving administrative issues within the toolset, distributing self-assessment program information to checklist POCs and managers, and assisting in developing and maintaining of a tracking system for deficiency identification, corrective actions, and closeout.
  • Assist in establishing and maintaining official file plans with the use of the Air Force Records Information Management System (AFRIMS) or other appropriate information management systems and shall provide support for the F-15 Division Automated Time Attendance and Production System (ATAAPS), Defense Civilian Pay System, customer service representative, in/out-processing, DTS, and functional area records management .
  • Provide support as the passport and visa clerk ensuring proper processing and monitoring of both Government and Contractor personnel required documentation and shall assist in execution of the joint AFLCMC processes established between all F-15 Division locations. Shall be capable of the following:
  • Manage program tasks through the suspense database at all F-15 Division locations;
  • Apply an understanding of applicable F-15 Division programs in order to properly assign tasks and manage the suspense process to ensure answers are provided in a timely manner;
  • Review/edit/coordinate documented responses and maintaining them in the joint
  • database;
  • Edit/finalize contract letters in support of Government negotiations and other contracting actions, and;
  • Provide data collection and data exchange by using systems such as the Enterprise Data Collaborative System.

What We Offer

  • Competitive salaries
  • Continuing education assistance
  • Professional development allotment
  • Multiple healthcare benefits packages
  • 401K with employer matching
  • Paid time off (PTO) along with a federally recognized holiday schedule

Who We Are

At Astrion, we innovate, elevate, and shape the world of tomorrow. At our core is our purpose to Be the Difference. This means we encourage our employees to take action and be the driving force for positive change. We foster an environment where innovative solutions flourish and our company continuously evolves.

We have a culture of care, empathy, and making a tangible difference within our organization and communities. We embrace continuous learning, growth, and innovation, and pushing the boundaries of whats possible. We promote collaboration and empowering our teams is at the core of our success.

Join Astrion and Be the Difference in your career and the world

Astrion is an Equal Employment Opportunity/Affirmative Action Employer. We provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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