Navy - Administrative Manager

cFocus Software Incorporated•San Diego, CA

2d•Onsite

About The Position

cFocus Software is seeking an Administrative Manager to join our program supporting the United States Navy (DON). This position is on-site in the San Diego, CA area and requires a Secret clearance. The role involves planning, coordinating, and supporting various program activities, including technical reviews, working groups, program management reviews, and executive meetings. The Administrative Manager will be responsible for preparing meeting materials, facilitating discussions, tracking action items, and preparing a wide range of program documentation. This role also includes managing administrative workflows, responding to data calls, maintaining records, and supporting database user testing. Additionally, the position involves developing metrics and reports, coordinating staffing actions, and ensuring timely delivery of administrative products in compliance with Government requirements. The Administrative Manager will also provide recommendations for process improvements and coordinate communications among various Navy and external organizations.

Requirements

Active Secret clearance
Bachelor’s degree in Business Administration, Management, Public Administration, Communications, Project Management, Information Systems, or a related discipline.
7+ years of experience supporting program administration, executive support, project coordination, or business operations.
Knowledge of program administration, office management, executive support, and business operations.
Experience coordinating meetings, schedules, task management, correspondence, and executive communications.
Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
Ability to develop reports, briefings, executive summaries, white papers, and professional correspondence.
Experience maintaining records, document repositories, databases, and tracking systems.
Ability to analyze information, identify issues, and provide recommendations for resolution.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office Suite, SharePoint, Teams, Outlook, Excel, Word, and PowerPoint.
Ability to work effectively with senior Government personnel, program managers, engineers, and cross-functional teams.

Nice To Haves

Experience supporting Department of Defense, Department of the Navy, NAVWAR, acquisition, modernization, or technical programs is highly desirable.

Responsibilities

Plan, coordinate, schedule, and support technical reviews, working groups, program management reviews, executive meetings, and stakeholder engagements.
Prepare meeting agendas, briefing materials, attendance rosters, conference logistics, virtual meeting coordination, and meeting documentation.
Facilitate meetings and maintain meeting minutes, action item trackers, decision logs, and follow-up documentation.
Track, coordinate, and monitor completion of assigned action items and ensure timely responses from stakeholders.
Prepare recurring and ad hoc program documentation including executive summaries, white papers, issue papers, reports, correspondence, charts, graphics, presentations, and status briefings.
Support Government leadership by collecting, validating, analyzing, and organizing program information for decision-making purposes.
Manage administrative workflows associated with modernization planning, installation activities, engineering support, configuration management, and acquisition support functions.
Coordinate and respond to recurring and ad hoc data calls, information requests, taskers, and reporting requirements.
Maintain administrative records, document repositories, correspondence files, action trackers, schedules, and program databases.
Review documentation for completeness, quality, consistency, formatting, and compliance with Government requirements.
Support database user testing, change request tracking, process improvement initiatives, and administrative system enhancements.
Develop and maintain metrics, dashboards, workload reports, staffing reports, and performance tracking tools.
Coordinate staffing actions, onboarding support, travel documentation, training records, meeting schedules, and administrative logistics.
Support preparation and delivery of monthly status reports, executive reports, program reviews, and management briefings.
Monitor suspense dates, deliverable schedules, milestone tracking, and administrative deadlines.
Coordinate communications among Program Management Warfare Offices (PMWs), NAVWAR organizations, contractors, Fleet stakeholders, and external agencies.
Provide recommendations to improve administrative processes, workflow efficiency, communication practices, and organizational effectiveness.
Ensure all administrative products are coordinated, reviewed, approved, and delivered in accordance with required formats, schedules, and Government guidance.