Administrative Specialist, Senior

COLSA•Dayton, OH

About The Position

This position supports the KC-46 Pegasus Tanker Program Office. The candidate will manage meetings for Program Managers, including Foreign Military Sales. The role involves interacting with various internal and external organizations such as base facility, personnel, security, computer support, foreign disclosure, foreign travel, public affairs, and building managers to ensure the smooth day-to-day operations of directorates and divisions.

Requirements

Expert knowledge in AFRIMS and the ERM structure to perform record searches.
Ability to process non-disclosure agreements.
Experience in managing executive calendars and scheduling meetings.
Experience in preparing technical material, management presentations, meeting support, minutes, agendas, and briefing compilation.
Experience in gathering program information.
Experience in pre-acquisition and acquisition strategy planning and implementation.
Experience in developing executive documentation, milestone planning, tracking, scheduling, briefing preparation, staff coordination, and decision documentation.
Experience in implementing documentation reviews.
Experience in developing, maintaining, and modifying schedules and calendars.
Experience in planning, formulation, editing, development, publication, and storage of program documentation, plans, directives, reports, briefings, and presentations.
Experience in organizing and facilitating program briefings.
Experience in planning and coordinating meetings, including VTCs and room setup.
Experience in producing visual aids (slides, charts, graphics).
Experience in filing and retrieving graphics materials.
Experience in compiling and preparing hard copy briefings and reports.
Experience in maintaining Operating Instructions (OIs) and developing self-inspection checklists.
Experience in maintaining official file plans using AFRIMS or other systems.
Experience in establishing and maintaining master files and file plans.
Experience in preparing and processing CONUS and OCONUS travel arrangements and travel vouchers.
Experience with suspense tracking systems.
Experience in developing program documentation.
Experience serving as a focal point for collecting, preparing, and displaying materials for staff meetings.
Experience providing administrative support for management, financial, contracting, configuration, engineering, system integration, and logistics management activities.
Experience providing administrative assistance to management operations divisions and personnel.
Experience managing and tracking civilian and military decoration programs.
Experience tracking training budget information.

Responsibilities

Process non-disclosure agreements for directorate personnel before they access competition-sensitive or proprietary data.
Assist in planning and organizing all actions required for the directorate's daily business, including managing executive calendars and scheduling meetings.
Perform a wide range of management activities, including working with functional managers, outside agencies, contractor personnel, and program office customers on technical material preparation, management presentations, meeting support, minutes, agendas, and briefing compilation.
Gather program information and assist in pre-acquisition and acquisition strategy planning and implementation.
Assist in the development of executive documentation, milestone planning, tracking, scheduling, briefing preparation, staff coordination, and decision documentation.
Implement documentation reviews.
Support staff leadership, teams, and office personnel by developing, maintaining, and modifying directorate/division/program schedules and calendars.
Assist in the planning, formulation, editing, development, publication, and storage of finished products like program documentation, plans, directives, reports, briefings, and presentations.
Provide support by organizing and facilitating program briefings, including gathering information, reviewing reports and charts, and offering business integration support.
Assist with planning and coordinating meetings, including VTCs, room setup (seating, name placards), and securing conference rooms.
Assist with internal and external briefings and reports by producing visual aids (slides, charts, graphics), filing and retrieving graphics materials, compiling and preparing hard copy briefings and reports, and providing assistance during briefings.
Assist in the maintenance of Operating Instructions (OIs) for the USG, including developing and maintaining self-inspection checklists.
Maintain official file plans using the Air Force Records Information Management System (AFRIMS) or other appropriate systems.
Assist in establishing and maintaining master files and file plans for divisions and program data to track and resolve operational issues.
Perform record searches of active and inactive, physical and electronic, final and draft documentary materials using AFRIMS and ERM structure.
Assist in preparing and processing CONUS and OCONUS travel arrangements and travel vouchers.
Assist with the suspense tracking system.
Provide assistance in developing program documentation, including aircraft availability plans, program management plans, modification management plans, and other necessary program plans, strategies, schedules, or agreements.
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 civilian and military decoration programs within the directorate/division.
Assist with tracking training budget information for the training Government Purchase Card (GPC) holder.