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Program Coordination Specialist

2 months ago

Honolulu, Hawaii, United States Alakaina Foundation Family of Companies Full time

This role demands a highly skilled executive assistant who can effectively function in an event coordinator or program coordinator capacity. Candidates should excel in gathering and disseminating information (knowledge management), while the technical aspects will be managed by Government civilian personnel. A comprehensive understanding of PACOM is not necessary, but familiarity with general military hierarchy and communication structures is essential.

KEY RESPONSIBILITIES:

  • Collaborate with the commander and staff daily to filter and integrate essential, usable, and relevant information, fostering situational awareness that leads to timely and informed decision-making.
  • Utilize established battle rhythm processes to identify areas where information is siloed and not effectively shared.
  • Facilitate the creation of new or improved business rules for managing information flow to the Commander, enabling informed decisions based on refined data.
  • Serve as the primary point of contact for the battle rhythm, coordinating efforts within the headquarters and among various commands to ensure cohesive representation across the area of responsibility.
  • Oversee the meeting category battle rhythm, ensuring that approved agenda items flow appropriately from board to board while maintaining awareness of priority issues in other working groups.
  • Ensure consistency in the flow of meetings, adapting to the new rhythm.
  • Track discussion categories for each board, ensuring proper flow of information up and down the chain of command, while noting areas that require further attention.
  • Maintain a thorough understanding of each board's governing documents.
  • Engage daily with board facilitators to reiterate and clarify board outcomes.
  • Review command applications regularly to ensure updates are reflected in battle rhythm documents, notifying relevant parties of any errors.
  • Meet weekly with the Deputy Chief of Staff to present top agenda items, adjusting priorities based on availability.
  • Update and submit applicable battle rhythm calendars to the Deputy Chief of Staff.
  • Upon calendar approval, distribute and publish via SharePoint, updating meeting information and flow diagrams to highlight current rhythms and identify gaps.
  • Monitor and document issues with information flow, particularly as new requirements and processes emerge, and provide recommendations for improvements.
  • Quarterly, offer input and recommendations to the Deputy Chief of Staff for automating battle rhythm efficiencies, documenting outcomes and necessary adjustments.
  • Facilitate quarterly working groups to identify gaps in information flow, capturing ideas and recommendations in an executive summary.
  • Coordinate working groups, including invitations, agenda distribution, and meeting minutes publication.
  • Annually review governing documents of each board, notifying relevant parties of required updates and tracking execution.
  • Maintain a centralized repository for all battle rhythm documents, ensuring accessibility to current governing documents.
  • Become well-versed in relevant command instructions and submit recommended changes based on updates throughout the year.
  • Perform other duties as assigned by the Supervisor.

EDUCATION AND EXPERIENCE REQUIREMENTS:

  • Bachelor's degree and seven years of relevant experience.
  • Additional relevant experience may substitute for formal education.

SKILLS AND EXPERIENCE REQUIRED:

  • Experience in government or DoD supporting operational knowledge management processes.
  • Proven experience in a high-demand executive assistant advisory role.
  • Exceptional written and verbal communication skills at the executive level.
  • Ability to coordinate and integrate diverse ideas from multiple sources.
  • Experience directing information flow in both large and small group settings.
  • Proficiency in the English language.
  • Competence in Microsoft Office applications, particularly Outlook, Word, PowerPoint, Excel, and SharePoint.
  • Familiarity with the DoD/DoN environment, including understanding of military organizational processes.
  • Knowledge of prevailing best practices in Knowledge Management.

CITIZENSHIP AND CLEARANCE REQUIREMENTS:

  • Must be a US Citizen.
  • Must possess Top Secret clearance.

The Alaka`ina Foundation Family of Companies offers competitive salaries and benefits, including a 401K plan with company match, medical, dental, disability, and life insurance coverage, tuition reimbursement, paid time off, and 11 paid holidays.