Executive Secretariat SME (Program Analyst SME)

Gemini Industries Inc.•Arlington, VA

23h•Onsite

About The Position

The Executive Secretariat SME provides operational support within the Secretary of the Office of Secretary of War, Economic Defense Unit ((OSW EDU) playing a pivotal role in developing and implementing key standards across all formal correspondence and documentation associated with OSW EDU on behalf of key stakeholders and Senior leadership. This position is responsible for fostering effective communication and coordination with directorates, programs, stakeholders within and external to OSW EDU to ensure the successful execution of Senior Executive engagements and activities. Per PWS section 1.3.10.5 Executive Secretariat Support, specific responsibilities include but are not limited to: The contractor shall provide correspondence control and management; tasking and tracking management, and related Executive Secretariat administrative support to include coordinating the internal work of the organization, serve as the liaison between the organization, higher headquarters, and outside agencies. The contractor shall employ expert advice for correspondence management and ensure adherence to updates pertaining to policies and procedures for the preparation and managing of correspondence. Employ editing/proofing/revising skills, agility in addressing competing priorities, matters of protocol and engagements with senior leadership. The contractor shall also perform the following duties: Ensure correspondence adherence to standards of quality and consistency with DoW/EDU precedents and policies. Initiate, monitor, and coordinate completion of ADMIN branch tasks through EDU’s task management tools. Manage EDU correspondence. This includes tracking EDU’s action items; preparing statuses of actions; keeping metrics; providing briefing charts of statuses/metrics as required. Review EDU correspondence for non-functional content edits. This includes addressing management, policy and procedures to include formatting and grammatical edits, and proper correspondence packaging in accordance with DoW manuals, Instructions, Administrative Instructions, and other correspondence processes such as, but not limited to, preparation and tracking of SECDEF Form 391 Correspondence Action Report for taskings. Employ expertise and subject knowledge regarding correspondence management, including familiarity with applicable DoW directives and guidance, Intelligence Community correspondence policies and procedures, and utilization of automated systems for correspondence currently in use. Utilize the EDU determined tasking management system (TMT or any subsequent systems) to provide tasking management support. Submit staff actions into the system after having analyzed for type of action required; identification of proper office(s) for action, coordination or assistance; and identification of other offices having a collateral interest. h. Work with appropriate offices to identify and troubleshoot correspondence system software issues and will implement a manual process if on occasion the automated system in nonfunctional. Establish, or adapt existing, reports to work with customers and managers on status of tracking of actions. Track actions in progress, contact POCs within the EDU organization for upcoming actions due, and develop reports on status and track status of Read-Ahead packages due to the EDU Director. On a regular basis, follow-up on overdue actions via in-person contact, email and via the correspondence management system to ascertain reason for any delays and expected completion. Use government provided AI Tools to improve day-to-day tasks, improve processes, and make recommendations to improve processes to benefit time, cost savings, and other efficiencies.

Requirements

MA/MS degree or a BA/BS plus an additional 8 years of work experience, 4 of which must be work-related.
Minimum of fifteen (15) years of work-related experience.
Minimum of ten (10) years of work-related experience working in support of a DoW component, to include administration, engagement, and planning.
Experience working with ETMS2 or like task tracking system is required, but if contractor personnel do not have this experience, they must complete ETMS2 and Action Officer (AO) training within 60 calendar days (or next available class) of start date, or next available training date.
Strong organizational and multitasking skills.
Discretion and ability to handle sensitive information with professionalism.
Exceptional communication, both written and verbal with meticulous attention to detail.
Excellent interpersonal and customer service skills.
Excellent time management skills with a proven ability to meet deadlines.
TS/SCI Clearance

Nice To Haves

Familiarization with the Intelligence Community
Experience supporting the OSW EDU
ETMS2, DTS, and Action Officer trained and experienced.
Knowledgeable and skilled at applying Generative AI.

Responsibilities

Formally track all tasks, to include: assigned by, suspense, status, and comments on all assigned tasks through completion and be prepared to brief upon request.
Develop digital continuity folders and files that include standard operating procedures, workflows and POC lists to accomplish all tasks.
Create 2-3 products beyond the client’s requirements that positively impact the client to either increase efficiency, effectiveness, or innovation.
Master position tasks within 60 days and exceed requirements within 90 days.
Provide correspondence control and management; tasking and tracking management, and related Executive Secretariat administrative support to include coordinating the internal work of the organization, serve as the liaison between the organization, higher headquarters, and outside agencies.
Employ expert advice for correspondence management and ensure adherence to updates pertaining to policies and procedures for the preparation and managing of correspondence.
Employ editing/proofing/revising skills, agility in addressing competing priorities, matters of protocol and engagements with senior leadership.
Ensure correspondence adherence to standards of quality and consistency with DoW/EDU precedents and policies.
Initiate, monitor, and coordinate completion of ADMIN branch tasks through EDU’s task management tools.
Manage EDU correspondence. This includes tracking EDU’s action items; preparing statuses of actions; keeping metrics; providing briefing charts of statuses/metrics as required.
Review EDU correspondence for non-functional content edits. This includes addressing management, policy and procedures to include formatting and grammatical edits, and proper correspondence packaging in accordance with DoW manuals, Instructions, Administrative Instructions, and other correspondence processes such as, but not limited to, preparation and tracking of SECDEF Form 391 Correspondence Action Report for taskings.
Employ expertise and subject knowledge regarding correspondence management, including familiarity with applicable DoW directives and guidance, Intelligence Community correspondence policies and procedures, and utilization of automated systems for correspondence currently in use.
Utilize the EDU determined tasking management system (TMT or any subsequent systems) to provide tasking management support.
Submit staff actions into the system after having analyzed for type of action required; identification of proper office(s) for action, coordination or assistance; and identification of other offices having a collateral interest.
Work with appropriate offices to identify and troubleshoot correspondence system software issues and will implement a manual process if on occasion the automated system in nonfunctional.
Establish, or adapt existing, reports to work with customers and managers on status of tracking of actions.
Track actions in progress, contact POCs within the EDU organization for upcoming actions due, and develop reports on status and track status of Read-Ahead packages due to the EDU Director.
On a regular basis, follow-up on overdue actions via in-person contact, email and via the correspondence management system to ascertain reason for any delays and expected completion.
Use government provided AI Tools to improve day-to-day tasks, improve processes, and make recommendations to improve processes to benefit time, cost savings, and other efficiencies.