Program Operations Administration Support Specialist
About The Position
The Operations Support Specialist provides comprehensive administrative, correspondence, scheduling, and operational coordination support to the Maritime Expeditionary Warfare (MExW) Division within DC CD&I. This position ensures the smooth execution of daily operations by managing taskers, correspondence, meetings, travel logistics, and records in accordance with Department of the Navy and MExW procedures. Essential Duties and Responsibilities: Tasker & Correspondence Management (ETMS2): Intake, route, and track taskers; draft and finalize remarks/reports; maintain working drafts/finals on CD&I SharePoint and ETMS2 repositories; manage comment-resolution matrices (CRMs) as required. Executive Admin & Communications: Prepare memos, letters, and binders; format to Department of the Navy standards; log and route calls and correspondence (including classified); maintain rosters and office supplies. Meetings & Events: Coordinate calendars via Microsoft Outlook; prepare agendas, read-ahead binders, and minutes; arrange conference rooms within the Pentagon and Quantico area; notify stakeholders of schedule changes. Records & Document Services: Copy, print, scan, shred, and upload documents to approved data repositories; maintain paper and electronic files in accordance with MExW records procedures. Defense Travel System (DTS): Prepare travel orders and itineraries; review authorizations and vouchers for JTR compliance within four (4) business hours of submission; retain receipts per JTR. Security Support: Transmit security clearance information and process visit authorization requests (VARs) for classified meetings. Operations Coordination: Support daily division operations, calendar management, and meeting preparation for the MExW Operations Officer and Director. Performance Tracking & Reporting: Assist in collecting and maintaining performance metrics, meeting notes, and deliverable status updates for quarterly contract conferences. Administrative Duties: Prepare and submit monthly accomplishment reports to the Task Lead. Prepare and submit travel request forms and trip reports as necessary. Complete required annual government training. Assist in publishing the Maritime Expeditionary Warfare Annual Report.
Requirements
- Minimum 1 year of experience in an administrative support role supporting federal contracts or military organizations
- Excellent writer with strong analytical comprehension and attention to detail
- Highly organized and responsive; able to manage multiple taskers with tight deadlines
- Strong interpersonal skills and discretion in handling sensitive information
- Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint)
- Experience with ETMS2 and Defense Travel System (DTS) strongly preferred
- Ability to capture meeting notes and prepare summaries for senior leaders
- U.S. citizen with active Secret security clearance
- High School Diploma with 1–3 years administrative experience (Required)
Nice To Haves
- Associate’s or Bachelor’s Degree in Business Administration, Management, or a related field (Preferred)
- DTS Approving Official Training, ETMS2 User Training
Responsibilities
- Intake, route, and track taskers
- Draft and finalize remarks/reports
- Maintain working drafts/finals on CD&I SharePoint and ETMS2 repositories
- Manage comment-resolution matrices (CRMs) as required
- Prepare memos, letters, and binders
- Format to Department of the Navy standards
- Log and route calls and correspondence (including classified)
- Maintain rosters and office supplies
- Coordinate calendars via Microsoft Outlook
- Prepare agendas, read-ahead binders, and minutes
- Arrange conference rooms within the Pentagon and Quantico area
- Notify stakeholders of schedule changes
- Copy, print, scan, shred, and upload documents to approved data repositories
- Maintain paper and electronic files in accordance with MExW records procedures
- Prepare travel orders and itineraries
- Review authorizations and vouchers for JTR compliance within four (4) business hours of submission
- Retain receipts per JTR
- Transmit security clearance information and process visit authorization requests (VARs) for classified meetings
- Support daily division operations, calendar management, and meeting preparation for the MExW Operations Officer and Director
- Assist in collecting and maintaining performance metrics, meeting notes, and deliverable status updates for quarterly contract conferences
- Prepare and submit monthly accomplishment reports to the Task Lead
- Prepare and submit travel request forms and trip reports as necessary
- Complete required annual government training
- Assist in publishing the Maritime Expeditionary Warfare Annual Report
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
101-250 employees
