Lead Administrative Coordinator

2 weeks ago

Washington, Washington, D.C., United States Ardent Technologies Full time
Job Overview

Position Title: Lead Administrative Coordinator

Work Arrangement: Remote

Department: Office of the Citizenship and Immigration Services Ombudsman

Required Clearance: DHS Suitability

Position Summary: The Office of the Citizenship and Immigration Services Ombudsman is in search of a proactive and skilled Lead Administrative Coordinator to take charge of contract operations. This role involves providing essential support to federal employees in various administrative functions while ensuring the smooth operation of contract team activities to deliver top-notch service.

Key Responsibilities:

  1. Contract Oversight:
    • Offer guidance and support to contractors on tasks assigned by CIS Ombudsman personnel.
    • Design and execute a quality assurance plan for all tasks undertaken by the contract team.
    • Conduct monthly evaluations of random case matters to verify compliance with office standards and maintain professional customer interactions.
    • Supervise the performance of contractors across different labor categories.
    • Track contractor timelines and schedules.
  2. Case Management Support:
    • Facilitate call center and administrative operations, addressing inquiries in accordance with established procedures.
    • Monitor activities such as emails and phone communications, updating case records in the management system.
    • Gather necessary information and documentation from clients.
    • Manage and prioritize requests for case assistance.
    • Conduct quality checks on communications and data entry performed by contractors.
    • Provide reports on contractor activities, including email correspondence and call statistics.
  3. Travel Coordination:
    • Assist in the preparation and submission of internal travel documentation, including authorizations and vouchers.
  4. General Administrative Duties:
    • Support the onboarding process for new employees, detailees, and contractors.
    • Collaborate with internal and external partners to compile special reports and executive communications.
    • Assist in managing inventory and supplies.
    • Advise on recordkeeping practices and information management processes.
    • Help the training coordinator with updates to the internal training tracking system.
    • Organize and maintain conference room schedules, resolving any conflicts.
    • Propose updates to internal standard operating procedures.
    • Participate in meetings, document notes, summarize discussions, and share finalized notes for office reference.
  5. Additional Responsibilities:
    • Provide support and undertake other tasks as required to assist the CIS Ombudsman, including responsibilities associated with other labor categories.
    • Communicate effectively through various channels, ensuring tasks are completed accurately and delivered promptly.
    • Exhibit strong time management capabilities, multitasking proficiency, and exceptional organizational skills.

About Ardent Technologies: Ardent Technologies, Inc. is a dynamic small business offering a comprehensive suite of IT support services, cybersecurity solutions, staff augmentation, financial management, and administrative assistance. Established in 2000, we have been dedicated to serving federal, state/local government, commercial, and higher education sectors across the United States. Our team is committed to integrating strategic insight, innovative technology, and exceptional service to provide tailored solutions for diverse business needs.

Candidate Profile: The ideal candidate will possess the following qualifications:

  • Bachelor's degree.
  • Four (4) years of relevant administrative experience.
  • Proficiency in Microsoft 365 applications.
  • Experience in documenting, editing, and distributing reports, spreadsheets, and other documentation to stakeholders.
  • Aptitude for coordinating schedules and tasks with internal and external parties.

Equal Opportunity Employer: Ardent Technologies, Inc. is an equal opportunity employer committed to a diverse workforce. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.

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