Senior Administrative Specialist – Onsite (Los Angeles, CA)

Universal Strategic Advisors•Los Angeles, CA

3d•Onsite

About The Position

Universal Strategic Advisors LLC (US Advisors) is a small business consulting firm specializing in government administration, technology implementation, law enforcement operations, homeland security, immigration operations, border security, and compliance. We provide our federal clients with deep subject-matter expertise and a trusted network to help them meet mission demands while managing risk. US Advisors is hiring a highly organized, detail-oriented Senior Administrative Specialist to provide onsite administrative, data, and program support to U.S. Immigration and Customs Enforcement (ICE) within the Los Angeles Area of Responsibility (AOR). This role supports office operations and processes for individuals in ICE custody and those reporting to ICE offices. The Senior Administrative Specialist also serves as a team lead, coordinating the daily work of other Administrative Specialists, acting as the primary point of contact for ICE personnel, and ensuring the team's work is accurate, timely, and consistent. The ideal candidate is bilingual in English and Spanish, an experienced and dependable leader, and capable of managing multiple priorities while maintaining strict confidentiality.

Requirements

Bachelor’s degree from an accredited institution.
At least ten years of professional experience in administrative support, data management, program support or a related field.
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint), including working with data in Excel, and comfort learning new software systems.
Experience entering, maintaining and reporting data with a high degree of accuracy.
Comfort working in a customer-facing, public-service setting.
U.S. citizenship.
Ability to pass and keep a federal background investigation.

Nice To Haves

Fluent in English and Spanish in a professional setting (optional).
Experience supporting a federal, state or local government agency, particularly in law enforcement or immigration operations.
Experience with budget tracking, travel coordination or program management support.
Experience training, mentoring or coordinating the work of other staff.
Strong organizational, analytical and time-management skills.
Clear, professional written and verbal communication.
A high level of discretion, professionalism and attention to detail.

Responsibilities

Team lead and coordination: Coordinate the daily work of the onsite Administrative Specialist team. Assign and balance tasks, monitor workload, and adjust coverage across shifts to meet office needs.
Training and quality review: Train and mentor new and current specialists on procedures, systems and confidentiality requirements. Review completed work for accuracy and completeness, and correct problems before they reach Government personnel.
Primary point of contact: Serve as the team’s main liaison with Government personnel and the Company's program management. Receive taskings, communicate priorities to the team, and raise issues for resolution.
Administrative documentation: Prepare, organize and maintain administrative records related to office processing, and file documents electronically following established procedures.
Data entry and data management: Enter, validate and update information accurately in designated government systems, including individual records, status information and tracking details as directed by Government personnel. Keep data complete, current and consistent, and flag discrepancies or missing information for resolution.
Data reporting: Monitor key data points and prepare recurring and ad hoc reports, trackers and summaries for office leadership. Consolidate team inputs into accurate, on-time products.
Appointment scheduling and tracking: Schedule, check and track appointments, and see that the related paperwork and notices are prepared and filed on time.
Program management support: Provide administrative and documentation support for office initiatives. Identify and recommend process improvements based on workflow and data trends, and help put approved changes in place across the team.
Communications and taskings support: Support taskings, data calls, travel authorizations and itineraries, and other communications initiatives as defined by the Government.
Budget support: Help track budgets, expenditures and related reporting.
Document control and compliance: Maintain organized physical and electronic files. Make sure the team follows all applicable confidentiality, privacy and records-handling requirements.
Front-office and clerical support: Assist individuals reporting to the office with professionalism and courtesy, and give general clerical support to Government personnel as directed.