Operations Coordinator and CATMS Manager

Koniag Government Services, LLC•Arlington, VA

1d•Hybrid

About The Position

Koniag Professional Services LLC, a Koniag Government Services company, is seeking an Operations Coordinator and CATMS Manager with a Secret clearance with the ability to obtain a TS/SCI clearance to support KPS and our government customer at the Pentagon, Arlington, VA. The position is hybrid, requires 3-4 days onsite. We offer competitive compensation and an extraordinary benefits package including health, dental, and vision insurance, 401K with company matching, flexible spending accounts, paid holidays, three weeks paid time off, and more. Koniag Professional Services (KPS) is seeking a proactive and highly organized Senior Operations & CATMS Manager to provide essential operational support to the Policy Coordination Cell within the Chief Digital and AI Office (CDAO). You will serve as the central logistical hub, ensuring smooth day-to-day operations. The ideal candidate is a master of Department of War (DoW) processes, an excellent communicator, and is dedicated to fostering a welcoming and efficient work environment for the entire team.

Requirements

Must be a U.S. Citizen with an active Secret security clearance and the ability to obtain a Top Secret/SCI clearance.
Demonstrated experience providing timely and high-quality support to Executive-level Principals in a complex and fast-paced DoD environment requiring a high degree of critical thinking, initiative, problem-solving, and professional judgment across an organizational setting
Knowledge and experience applying analytic approaches to address client needs, and both plan and implement a strategic direction
Demonstrated experience and skills in providing Executive Level Administrative Assistant support to Senior Executives in the Government, Military (DoD Flag/General Officers), or Private Sector
Expertise in managing, editing, and formatting CATMS packages. Experience with DTS is desired but not required.
Proficiency in the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Able to work fully onsite based on client needs.

Nice To Haves

Direct experience providing administrative support within the OSW(R&E).
Experience specifically with processing DoW foreign travel and country clearance requests.
Experience supporting Senior Executive Service (SES) or Flag Officer calendars and travel.

Responsibilities

Serve as a key resource for all staff, providing helpful information and guidance on directorate policies and procedures.
Provide strategic support for the day-to-day Management of the office.
Integrate support activities to ensure that senior leaders are prepared for meetings in a timely manner; scheduling actions are performed consistently, completely, rapidly and accurately; incoming requests and communications are appropriately triaged, addressed, and recorded; assigned actions are transparently communicated and coordinated for action and completion; and the overall professionalism, quality, and level of support in the office is calibrated to meet the needs of a fast-paced, highly complex organization.
Provide professional and technical support to leadership and support personnel in their mission to accelerate AI adoption across the Department.
Assure that executive decisions are understood and carried out according to the direction and guidance of the CDAO; develop, recommend, and implement modifications to current procedures and policies to improve efficiency; assist Policy Coordination Cell Leadership in assessing the CDAO and OUSW(R&E) policies, requirements, plans, and programs in support of the AI Acceleration Strategy; and plan, develop, coordinate, and expedite actions.
Utilize CATMS to track, assign, edit, and close out incoming and outgoing taskers, congressional letters, policy documents, and decision memos.
Edit and format executive correspondence to ensure accuracy, quality, and compliance with DoW standards.
Liaise between front office staff and internal/external stakeholders to ensure complete, accurate, and timely tasker completion.
Identify bottlenecks and improve workflows within the CATMS system, often using Metrics to track performance.
Facilitate briefings or calls with senior staff to discuss high-priority topics.
Assist in the preparation of Read-Ahead materials and GO/FO/SES level briefs.
Correspondence with Front Office and other stakeholders across CDAO and the Department to facilitate the requirements of leadership.
Provide direct support to leadership as needed, including managing calendars, scheduling meetings, and facilitating meeting logistics as required.
Assist with processing domestic travel arrangements and vouchers using the Defense Travel System (DTS).
Coordinate all aspects of foreign travel for directorate personnel as required; this includes submitting country clearance requests, assisting with official passport and visa applications, and ensuring completion of all mandatory pre-travel training and documentation in accordance with the Foreign Clearance Guide (FCG).
Manage visitor and escort requests, including coordinating with security and arranging for parking.
Assist with managing the end-to-end onboarding process, serving as the primary point of contact for new hires from their first day forward. Track, as needed, all required paperwork for new staff, especially for Common Access Cards (CACs) and government-furnished laptops. Proactively communicate with new personnel regarding the status of their CAC and laptop requests, troubleshooting any delays.
Facilitate introductions between new and existing staff to ensure a smooth integration into the team and ensure new team members have access to collaborative environments.