Front Office Project Integrator

Arcfield•McLean, VA

About The Position

The Project Integrator will support Digital Gateway in providing front office support, forging partnerships with senior leadership to drive and foster seamless communication, and implementation of the Sponsor’s vision. Responsibilities include, but are not limited to, the following: Providing direct support to a principal or group of principals, working independently with general review and guidance from the senior officer or the supported principal(s). Proactively managing calendar/schedule items and time by applying considerable knowledge of the principal’s role, responsibilities, and personal preferences in relation to the supported mission, protocols, organizational hierarchies, and a working knowledge of larger mission priorities. Independently collaborating with others to resolve conflicts and provide notification of calendar items. Working extensively with online team collaboration tools such as Confluence and Hive. Responding directly to inquiries when appropriate or taking action to facilitate resolution of a range of inquiries and concerns related to the supported mission. Using critical thinking skills and effective decision-making; demonstrating excellent judgment and discretion; applying analytic skills to evaluate programmatic data/metrics; resolving inconsistencies; proposing solutions to programs. Demonstrating excellent leadership and customer service skills. Vetting and referring visitors, callers, email, and other correspondence to the appropriate internal, IC, or other external contacts rather than the principal when feasible. Escorting uncleared visitors, if needed. Seeking information from appropriate internal/IC resources or other external resources to provide background information to the principal as required, adequately addressing and resolving issues and concerns not deferred to others. Tracking assigned actions to ensure completion and response. Acting as the main point of contact for FO Leadership and other team members. Taking on additional projects that will include meeting minutes (with increasing knowledge of substantive areas over time), slide decks (creation & updates), Excel/Office spreadsheets, and BLOG responsibilities (communications, graphics, research, updates, and maintenance). Providing information or responding accurately to routine-to-moderately complex questions and/or technical/administrative issues and requests in a clear, concise, credible, and courteous manner, and in an appropriate way. Participating in meetings with organization principals to coordinate activities to include meetings and travel; updating calendars, as needed. Providing oversight of activities by monitoring progress to ensure organization principals are aware of all task statuses. Providing Director(s) with relevant discussion topics for future meetings: Providing clear, concise, hard- and soft-copy routine-to-moderately complex correspondence on behalf of the principal, emulating his or her style and voice. Formatting, proofreading, editing correspondence, and reviewing other documentation to ensure clarity, accuracy, grammar, and conformance with guidance, and ensuring the response adequately addresses the concern/question. Routing and tracking through completion. Planning and coordinating program management process activities and leveraging experience to recommend streamlined and efficient business processes. Managing internal business actions, identifying internal and external dependencies, and applying decision analysis to ensure tasks and actions progress at a rate commensurate with organizational operations tempo. Facilitating engagement sessions with IC partners, mission partners, and/or other forums. Developing standard operating procedures and associated documentation. Preparing, researching, and securing travel plans and coordinating with appropriate supporting elements (Center for Global Health Services, Identity Management, Central Travel, et al.) to ensure travel requirements are met. Managing day-to-day office operations and seeking to improve office workflow.

Requirements

Must possess and maintain a TS/SCI clearance with Polygraph.
BS 10-12, MS 8-10, PhD 5-7
Ability to fully coordinate project schedules.
Proficient with Salesforce CRM tools.
Ability to coordinate program management process activities such as Program Reviews and Control Gate Reviews, including scheduling meetings and preparing briefings and/or presentations.
Ability to assist in the preparation of management plans and reports.
Ability to compose technical documents, including user manuals, training materials, installation guides, proposals, and reports.
Ability to fully perform tasks requiring collecting, compiling, evaluating, and publishing of information and statistical data.
Ability to commute between Sponsor facilities in the WMA.

Nice To Haves

Degree (or equivalent experience) in Computer Science, Information Systems, Engineering, Business, or a scientific or technical discipline.
Ability to work in a dynamic and challenging environment.
Ability to coordinate with engineers, systems analysts, programmers, technicians, scientists, and top-level managers in the coordination and planning of programs.
Ability to apply critical thinking to identify strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.

Responsibilities

Providing direct support to a principal or group of principals, working independently with general review and guidance from the senior officer or the supported principal(s).
Proactively managing calendar/schedule items and time by applying considerable knowledge of the principal’s role, responsibilities, and personal preferences in relation to the supported mission, protocols, organizational hierarchies, and a working knowledge of larger mission priorities. Independently collaborating with others to resolve conflicts and provide notification of calendar items.
Working extensively with online team collaboration tools such as Confluence and Hive.
Responding directly to inquiries when appropriate or taking action to facilitate resolution of a range of inquiries and concerns related to the supported mission.
Using critical thinking skills and effective decision-making; demonstrating excellent judgment and discretion; applying analytic skills to evaluate programmatic data/metrics; resolving inconsistencies; proposing solutions to programs.
Demonstrating excellent leadership and customer service skills.
Vetting and referring visitors, callers, email, and other correspondence to the appropriate internal, IC, or other external contacts rather than the principal when feasible. Escorting uncleared visitors, if needed.
Seeking information from appropriate internal/IC resources or other external resources to provide background information to the principal as required, adequately addressing and resolving issues and concerns not deferred to others.
Tracking assigned actions to ensure completion and response.
Acting as the main point of contact for FO Leadership and other team members.
Taking on additional projects that will include meeting minutes (with increasing knowledge of substantive areas over time), slide decks (creation & updates), Excel/Office spreadsheets, and BLOG responsibilities (communications, graphics, research, updates, and maintenance).
Providing information or responding accurately to routine-to-moderately complex questions and/or technical/administrative issues and requests in a clear, concise, credible, and courteous manner, and in an appropriate way.
Participating in meetings with organization principals to coordinate activities to include meetings and travel; updating calendars, as needed.
Providing oversight of activities by monitoring progress to ensure organization principals are aware of all task statuses.
Providing Director(s) with relevant discussion topics for future meetings:
Providing clear, concise, hard- and soft-copy routine-to-moderately complex correspondence on behalf of the principal, emulating his or her style and voice.
Formatting, proofreading, editing correspondence, and reviewing other documentation to ensure clarity, accuracy, grammar, and conformance with guidance, and ensuring the response adequately addresses the concern/question. Routing and tracking through completion.
Planning and coordinating program management process activities and leveraging experience to recommend streamlined and efficient business processes.
Managing internal business actions, identifying internal and external dependencies, and applying decision analysis to ensure tasks and actions progress at a rate commensurate with organizational operations tempo.
Facilitating engagement sessions with IC partners, mission partners, and/or other forums.
Developing standard operating procedures and associated documentation.
Preparing, researching, and securing travel plans and coordinating with appropriate supporting elements (Center for Global Health Services, Identity Management, Central Travel, et al.) to ensure travel requirements are met.
Managing day-to-day office operations and seeking to improve office workflow.