Administrative Coordinator and Secretariat

2 days ago

Washington DC USA, United States SOLUTIONS THROUGH INNOVATIVE TECHNOLOGIES INC Full time
Job Details

Job Location
Washington, DC

Position Type
Full Time

Description

Solutions Through Innovative Technologies, Inc. (STI-TEC) specializes in delivering professional business and information management services. Our comprehensive portfolio of services identifies, manages, distributes, and improves business processes related to entities' most valued resource, information. As a fast-growing solutions provider, established in 2000, total customer satisfaction has remained the cornerstone of our business. Our business model focuses on integrity, loyalty, and trust.

Position Overview

The Administrative Coordinator and Secretariat manages day-to-day operations, answers phones, and ensures messages are taken and acted upon when the leadership is unavailable; greets visitors; drafts, reviews, staffs, files, and updates various documents, including memorandums, papers, presentations, and meeting minutes, briefs, and reports; and reviews final documentation for grammatical errors and formatting, coordinates meetings; coordinates facility and logistics support for conference rooms; and operates video teleconference and general audio-visual equipment.

Essential Job Functions

  • Responsible for all facets of executive-level administrative support to the Joint Staff, and the Joint Staff Secretariat at the Division, and FCB levels.
  • Creates a Joint Staff Secretariat SOP detailing process and procedural requirements needed to support Joint Staff and JCB events and documentation within 90 days after contract award. Joint Staff Secretariats shall be aligned with JCD.
  • Organizes and keeps the Joint Staff calendar, tracking daily schedules; de-conflicts calendar and schedule, documents calendar events in Outlook and SharePoint calendar locations, notifies the Joint Staff leadership of events and meetings; and, provides packages, read-aheads, slides, and agendas for meetings/conferences/events (attended by the Joint Staff leadership) at least forty-eight hours prior to the meeting start time.
  • Attends (either in person or via teleconference/video teleconference) and facilitates classified and unclassified senior-level visits, Joint Staff leadership-hosted meetings, and Joint Staff leadership-hosted conferences to include off-site meetings, and special events.
  • Performs all required activities to maintain information security, including completion of applicable documentation for securing the approved container for classified documents, scheduling and auditing daily security checks, and reporting any deficiencies. Also conducts accountability surveys during fire drills and other emergency evacuation events.
  • Helps establish and supports processes used to support all Joint Staff activities.
  • Understands the mapped workflows of utilized business processes used by the Joint Staff.
  • Supports the maintenance of standards of practice and other policy/procedure guides used by the Joint Staff.
  • Effectively communicates and coordinates with stakeholders in the process.
  • Identifies and addresses process problems promptly and follows through to ensure that corrective or recommended process updates are effectively implemented. Identifies and takes advantage of opportunities to accomplish multiple objectives.
  • Is responsible for the generation and maintenance of reports (routine, ad-hoc, and customized [e.g. GAO and FOIA requests]) and status updates. This includes interaction between designated decision support tools (and their follow-on systems) and stakeholders, both internal and external to the Division.
  • Serves as a site administrator and maintains and regularly updates Branch and Program level SharePoint and Intelink pages (NIPR and SIPR) or other ADRs.
  • Supports tracking functions of various JCIDS and Joint Staff products and processes to include, but not limited to, KM/DS (current and future versions) or other ADRs.
  • Liaises and coordinates with various Joint Staff leadership, Joint Staff Directorates, and interagency (i.e., internal and external stakeholders, within Government and internationally) entities, for planning and executing internal and external meetings, conferences, and special events.
  • Performs the following supply management duties such as keeping track of Joint Staff/JCB supply requirements/stock and consolidation and coordination through the JSSSO for Joint Staff/JCB supply orders.


Qualifications

  • Bachelor's degree from an accredited college or university in a task order-related area and at least 5 years of task-relevant experience OR Associate's degree in a task order-related area and at least 8 years of task-related experience.
  • Comprehensive knowledge of Microsoft Office Suite.
  • Experience facilitating the conduct of meetings, conferences, working groups through efficient synchronizing and maintenance of calendars, correspondence, and analytic products.
  • Ability to ascertain suitability for executive-level attention, compliance with established processes and procedures with the ability to manage multiple tasks and demands simultaneously.
  • Able to support scheduling and conduct of secure and unclassified teleconferences, video conferencing, and correspondence dissemination.
  • Must possess active Top Secret clearance.
  • US Citizen.


Applicants selected may be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.

STI-TEC is an equal opportunity employer and values diversity. Employment is decided on the basis of qualifications, merit, and business need. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity, and sexual orientation.

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

If you need assistance or an accommodation due to a disability, you may contact us at - or you may call us

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