Administrative Specialist, Senior

COLSA Corporation•Dayton, OH

About The Position

The candidate will interact with KC-46 organizations along with external agencies required including base facility, personnel, security, computer support, foreign disclosure, foreign travel, public affairs, and the building managers to facilitate uninterrupted day-to-day operations of the directorates and divisions.

Requirements

Interact with KC-46 organizations along with external agencies required including base facility, personnel, security, computer support, foreign disclosure, foreign travel, public affairs, and the building managers.
Process non-disclosure agreements.
Plan and organize day-to-day business operations.
Plan executive calendars and schedule meetings.
Perform management activities.
Work with functional managers, outside agencies, contractor personnel, and program office customers.
Prepare technical material, management presentations, and other material for meetings.
Compile minutes and agendas.
Gather program information.
Assist in pre-acquisition and acquisition strategy planning and implementation.
Develop executive documentation.
Develop milestone planning, tracking, scheduling, briefing preparation, staff coordination, and decision documentation.
Implement documentation reviews.
Develop, maintain, and modify directorate/division/program schedules and calendars.
Plan, formulate, edit, develop, publish, and store finished products (program documentation, plans, directives, reports, briefings, presentations).
Organize and facilitate program briefings.
Gather information for briefings.
Review reports and charts for briefings.
Provide business integration support.
Plan and coordinate meetings (VTC, room set-up, closing/securing conference rooms).
Produce visual aids (slides, briefing charts, graphics).
File and retrieve graphics materials.
Compile and prepare briefings and reports in hard copy.
Provide assistance during briefings.
Assist in maintenance of OIs for the USG.
Develop and maintain self-inspection checklists.
Maintain official file plans using AFRIMS or other appropriate information management systems.
Establish and maintain master files and file plans.
Perform record searches of active and inactive, physical and electronically stored final and draft documentary materials using AFRIMS and ERM structure.
Prepare and process CONUS and OCONUS travel arrangements and travel vouchers.
Verify accuracy of data inputs for ATAAPS, DCPS, CSR, in/out-processing, DTS, and FARM.
Assist with the suspense tracking system.
Develop program documentation (aircraft availability plans, program management plans, modification management plans, etc.).
Collect, prepare, and display 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.
Manage and track civilian and military decoration programs.
Track training budget information for the training GPC holder.

Nice To Haves

Expert knowledge in AFRIMS and the ERM structure.

Responsibilities

Process non-disclosure agreements for directorate personnel prior to accessing competition-sensitive or proprietary data, information, or documents.
Assist in planning and organizing the full spectrum of actions required for the directorate to conduct day to day business, including, but not limited to, planning executive calendars and scheduling meetings.
Assist in performing a wide range of management activities to include, but not limited to: working with functional managers, outside agencies, contractor personnel, and the program office customers concerning preparation of technical material, management presentations, and other material in support of meetings, minutes, agendas, and compilation of briefings; gathering a variety of program information; assisting in pre-acquisition and acquisition strategy planning and implementation; assisting in the development of executive documentation; assisting in the development of milestone planning, tracking, scheduling, briefing preparation, staff coordination, and decision documentation preparation; implementing 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, but not be limited to, program documentation, plans, directives, reports, briefings and other presentations as required (technical and non-technical, classified and unclassified) in the media and format requested.
Provide support by organizing and facilitating program briefings, to include, but not limited to, gathering information, reviewing reports, reviewing charts, and other business integration support as needed.
Assist with, plan, and coordinate meetings to include VTC, room set-up (including but not limited to ensuring sufficient seating and creating name placards), and closing/securing conference rooms.
Assist with internal and external briefings and reports by providing expert knowledge and capability to produce visual aids (slides, briefing charts and other graphics); 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; and provide assistance during briefings upon request.
Assist in maintenance of OIs for the USG. This includes 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.
Have 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.
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.
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.