Management Coordinator, Senior

COLSA Corporation•Dayton, OH

About The Position

This role provides program management assistance and administrative/office management support for capability development programs and projects. The coordinator will assist government staff with various activities including documentation, meeting participation, and reporting. They will also support organizational actions related to COOP and emergency plans, readiness exercises, and other directives from higher command. The position involves analyzing contractor deliverables, participating in program meetings, tracking reports, editing minutes and briefings, and acting as a "project scribe" during meetings. Reformatting documents to USAF standards, coordinating programmatic documents, and assisting with schedule creation using Microsoft Project are also key responsibilities. The role includes managing suspense tasking, assisting with self-assessment programs, creating and editing administrative documents, managing SharePoint content, overseeing the division's official file plan, assisting with travel arrangements, and creating process improvement models using Visio. Additionally, the coordinator will ensure office supplies are stocked and coordinate with facility managers on office issues.

Requirements

Experience in program management assistance.
Experience in administrative and office management.
Proficiency in creating, editing, maintaining, or distributing project or program documentation.
Ability to participate in project or program meetings and comply with reporting requirements.
Experience supporting organizational actions for COOP and emergency plans.
Experience analyzing CDRL items for compliance.
Experience participating in various program and project meetings.
Experience tracking production of reports and coordinating inputs.
Experience editing, coordinating, and publishing meeting minutes, briefings, and documents.
Ability to act as “project scribe” in meetings.
Experience reformatting documents to official USAF formats.
Experience coordinating programmatic documents.
Experience creating/updating schedules using Microsoft Project.
Experience creating graphic charts using spreadsheets.
Experience coordinating participation for program meetings.
Experience managing suspense tasking.
Experience assisting with self-assessment programs.
Experience creating and editing administrative, status, and miscellaneous documents.
Experience managing SharePoint site content.
Experience managing official file plans and records.
Experience assisting with travel arrangements and voucher submissions.
Experience creating models using Microsoft Visio or other applications.
Experience ensuring routine office supplies are stocked.
Experience ordering office supplies online.
Experience coordinating with facility managers on office issues.

Responsibilities

Collaborate with division chief, program manager, subject matter experts, and other personnel in the execution of capability development programs and projects.
Provide program management assistance, including creation, editing, maintenance, or distribution of project or program documentation.
Participate in project or program meetings and comply with reporting requirements.
Support organizational actions during the creation, testing, and execution of COOP and other emergency plans, including readiness exercises.
Analyze CDRL items submitted by OEM contractors for compliance with contract provisions.
Participate in program and project meetings, including planning discussions, site visit planning, contract kickoff meetings, system requirements reviews, program management reviews, system design reviews, demonstration and acceptance plan reviews, technical interchange meetings, prototype compliance reviews, design maturation reviews, government technology demonstrations, and demonstration report reviews.
Participate in program or project-related team meetings at OEM contractor locations or other Government facilities, including occasional overnight travel.
Track production of the division’s monthly report, coordinating inputs and edits and providing the final version for submission.
Edit, coordinate, and publish program meeting minutes, briefings, and documents.
Act as “project scribe” in meetings, operating conference room computers and changing data dynamically in documents, project schedules, spreadsheets, or presentations.
Reformat various program management documents prepared under AF 63-series or DoD 5000-series directives into official USAF formats, including preparing final versions for electronic or manual signature.
Coordinate programmatic documents with the DAG, PEG, or Front Office Group (FOG).
Assist with creation/update of schedules using Microsoft Project.
Create graphic charts of programmatic data using spreadsheets, following division staff guidance.
Coordinate participation of various military, civilian, contractor, and industry personnel for program meetings.
Manage SOCCER and other suspense tasking receipt, tracking, and submission process for the division.
Assist the division chief with managing the self-assessment program using MICT.
Create and edit administrative, status, and miscellaneous division documents, including formatting to meet AF correspondence standards.
Manage SharePoint site content.
Manage the division’s official file plan and records.
Assist Government and Contractor personnel with arranging travel reservations and submitting travel voucher submissions related to official trips.
Create models using Microsoft Visio or other applications to document existing and proposed business methods for continuity planning and process improvement.
Ensure routine office supplies are stocked for use by division personnel.
Order office supplies online from authorized vendors.
Coordinate with facility managers on division office and common area issues.