Administrative Assistant, Senior

COLSA Corporation•Oklahoma City, OK

About The Position

This role provides comprehensive administrative support for a directorate, focusing on planning, organizing, and managing various activities to ensure smooth day-to-day operations. The position involves extensive coordination with internal and external stakeholders, including functional managers, agencies, contractors, and program office customers. Key responsibilities include managing executive calendars, scheduling meetings, preparing technical and management presentations, compiling briefings, and supporting acquisition strategy planning. The role also requires maintaining schedules, developing and editing program documentation, facilitating program briefings, and coordinating meetings (including VTCs and room setups). Additionally, the position involves creating visual aids, managing official file plans using systems like AFRIMS, processing travel arrangements, verifying data inputs for various systems (ATAAPS, DCPS, DTS), and tracking suspense systems. Administrative support extends to management, financial, contracting, engineering, and logistics activities, as well as managing decoration programs and tracking training budgets.

Requirements

Expert knowledge in AFRIMS and the ERM structure to perform record searches of active and inactive, physical and electronically stored final and draft documentary materials related to search criteria.
Expert knowledge and capability to produce visual aids (slides, briefing charts and other graphics).

Nice To Haves

Experience with VTC, room set-up, and closing/securing conference rooms.
Experience with CONUS and OCONUS travel arrangements and travel vouchers.
Experience with Automated Time Attendance and Production System (ATAAPS), Defense Civilian Pay System (DCPS), Customer Service Representative (CSR), in/out-processing, DTS, and Functional Area Records Management (FARM).
Experience with suspense tracking system through Work Flow.
Experience in managing and tracking civilian and military decoration programs.
Experience with tracking training budget information for a training Government Purchase Card (GPC) holder.

Responsibilities

Assist in planning and organizing the full spectrum of actions required for the directorate to conduct day-to-day business.
Plan executive calendars and schedule meetings.
Perform a wide range of management activities, including working with functional managers, outside agencies, contractor personnel, and program office customers concerning preparation of technical material, management presentations, and other material in support of meetings, minutes, agendas, and compilation of briefings.
Gather a variety of program information.
Assist in pre-acquisition and acquisition strategy planning and implementation.
Assist in the development of executive documentation.
Assist in the development of milestone planning, tracking, scheduling, briefing preparation, staff coordination, and decision documentation preparation.
Implement documentation reviews.
Support staff leadership, teams, and office personnel by the development, maintenance, and modification of directorate/division/program schedules and calendars.
Assist in the planning, formulation, editing, development, publication, and storage of finished products to include program documentation, plans, directives, reports, briefings, and other presentations.
Provide support by organizing and facilitating program briefings.
Assist with, plan, and coordinate meetings to include VTC, room set-up, and closing/securing conference rooms.
Assist with internal and external briefings and reports by providing expert knowledge and capability to produce visual aids.
File and retrieve graphics materials to facilitate research and expedite creation of briefings and reports.
Compile and prepare briefings and reports in hard copy for special and/or recurring reports.
Provide assistance during briefings upon request.
Assist in maintenance of OIs for the USG, including the development and maintenance of self-inspection checklists.
Maintain official file plans with the use of the Air Force Records Information Management System (AFRIMS) or other appropriate information management systems.
Assist in the establishment and maintenance of master files and file plans of the divisions and program data to facilitate tracking and resolution of issues associated with operations.
Perform record searches of active and inactive, physical and electronically stored final and draft documentary materials related to search criteria using AFRIMS and the ERM structure.
Assist in preparing and processing CONUS and OCONUS travel arrangements and travel vouchers.
Verify the accuracy of data inputs for the divisional Automated Time Attendance and Production System (ATAAPS), Defense Civilian Pay System (DCPS), Customer Service Representative (CSR), in/out-processing, DTS, and Functional Area Records Management (FARM).
Assist with the suspense tracking system through Work Flow.
Provide assistance in the development of program documentation, including aircraft availability plans, program management plans, modification management plans, and other program plans, strategies, schedules, or agreements necessary for efficient program management.
Serve as the focal point for collecting, preparing, and displaying materials for staff meetings.
Provide administrative support for management, financial, contracting, configuration, engineering, system integration, and logistics management activities.
Provide administrative assistance to the Management Operations Division and personnel.
Assist in managing and tracking the civilian and military decoration programs within the directorate/division.
Assist with tracking the training budget information for the training Government Purchase Card (GPC) holder.