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Administrative Coordinator

2 months ago

Pearl City, Hawaii, United States Systems Technology Forum Full time
Job Summary

Systems Technology Forum is seeking a highly skilled Administrative Assistant to provide exceptional support to our Indo-Pacific Department, Division, and branch employees. As a key member of our team, you will be responsible for ensuring the smooth operation of our administrative functions.

Key Responsibilities
  • Prepare and submit reports, including the Monthly Contractor's Progress, Status, and Management Report (CDRL A001).
  • Maintain and update our website content.
  • Process and distribute awards and manage their respective databases.
  • Support teams with special projects and provide administrative assistance as needed.
  • Ensure accurate and up-to-date documentation and files.
  • Take meeting notes and distribute them to relevant personnel.
  • Perform data entry and update management information systems.
  • Retrieve status reports from databases and perform material or property verification.
  • Prepare and present program data, status reports, and technical information.
  • Provide editing, proofing, and organizing support for technical documents.
  • Coordinate repair and maintenance requests for office equipment.
  • Perform staff writing support, including writing and editing correspondence and documents.
  • Provide command visit support, including preparation, execution, and post-event tasking.
  • Perform administrative duties, such as answering phones, scheduling appointments, and managing equipment inventory.
  • Ensure accurate timekeeping and perform ERP Timekeeper role.
  • Create and submit Request for Personnel Action (RPA) packages.
  • Support new employee onboarding and draft, review, and route Memorandums of Understanding (MOU) and Memorandum of Agreement (MOA).
  • Process official Naval Message Traffic and send, receive, and process visit requests through the Defense Information System for Security (DISS).
  • Manage official vehicle usage, scheduling, and maintenance.
  • Process incoming and outgoing official mail and maintain inventory of office supplies.
  • Update Organizational Charts, Space Seating Plans, and cubicle/office signs.
Requirements
  • At least three (3) years of experience providing administrative support in a DOD environment.
  • At least three (3) years of experience processing employee awards and maintaining their databases.
  • At least three (3) years of experience providing staff writing support.
  • At least three (3) years of experience drafting and distributing meeting/conference notes.
  • At least three (3) years of experience creating presentations of program data and status reports.
  • At least one (1) year of experience in a Navy Enterprise Resource Planning (ERP) timekeeper role.
  • At least one (1) year of experience creating and routing hiring packages and personnel action requests.
  • At least one (1) year of experience with the operation of DISS (Defense Information System for Security).
Education and Clearance

High School Diploma and Secret Clearance required.

Benefits

Systems Technology Forum offers a comprehensive benefits package, including medical plans, vision and dental benefits, 401(k) plan, accidental death and dismemberment insurance, and more.