Senior Program Operations & Coordination Specialist (req-323)

CATHEXIS•Washington, VA

9d•Onsite

About The Position

The Senior Program Operations & Coordination Specialist supports the Senior Service College (SSC) Task Force in reviewing military education programs on behalf of the Office of the Under Secretary of War for Personnel and Readiness (OUSW(P&R)). The role serves as a central coordination point for a high-visibility program, supporting senior Government leadership, managing complex schedules and logistics, coordinating team activities, and ensuring effective communication and follow-through across multiple priorities. It requires exceptional organization, attention to detail, professionalism, and the ability to work in a fast-paced Pentagon environment. The position is onsite daily at the Pentagon in Arlington, Virginia. The specialist works across Government leadership, program management, subject matter experts, contractors, and external organizations to support program operations, reporting, correspondence, meetings, travel, onboarding, documentation, and administrative processes.

Requirements

Active Secret DoW clearance.
Bachelor's degree in a related field or equivalent professional experience.
At least 5 years of administrative support experience, including at least 3 years directly supporting executive-level Federal Government or military leadership, including SES-level officials.
Experience participating in senior-level meetings, providing status updates, capturing decisions, documenting meeting notes, and tracking action items.
Experience preparing program status reports, tracking deliverables, and communicating progress and priorities to executive leadership.
Experience reviewing and quality-checking executive correspondence, briefings, reports, presentations, and other senior leadership materials.
Demonstrated ability to manage complex calendars, schedules, meetings, and travel coordination for multiple personnel while balancing competing priorities.
Excellent organizational, written, and verbal communication skills, with strong attention to detail and discretion.
Proficiency in Microsoft Office, Outlook, Teams, and SharePoint.

Nice To Haves

Experience supporting senior DoW leadership offices, the Pentagon, Joint Staff, or similar high-visibility Government organizations.
Familiarity with DoW policies, directives, executive correspondence, and Government administrative processes.
Experience coordinating travel, site visits, and activities involving multidisciplinary Government and contractor teams.
Familiarity with CATMS or similar Government task-management systems, and military education or professional military education programs.

Responsibilities

Serve as the primary program operations and administrative coordination point for the SSC Task Force, supporting daily activities and communication across Government leadership, program management, and subject matter experts.
Coordinate and manage complex calendars, schedules, meetings, and appointments for multiple team members, including Government personnel, program leadership, and subject matter experts.
Maintain awareness of team activities, personnel locations, schedules, travel, site visits, and program priorities, providing leadership with timely and accurate updates.
Participate in senior-level meetings, including engagements with SES officials; provide program status updates, capture notes and decisions, and track action items through completion.
Prepare and maintain program status reports, deliverable trackers, milestone updates, and other operational reporting for executive leadership.
Review, format, and quality-check executive correspondence, briefings, presentations, reports, memoranda, and other official documents.
Coordinate meeting logistics, agendas, read-ahead materials, conference rooms, visitor access, and follow-up activities for senior leadership engagements.
Coordinate travel arrangements, itineraries, site visits, and logistical requirements for program personnel.
Monitor taskers, deadlines, deliverables, and outstanding actions; identify scheduling conflicts, potential delays, and items requiring leadership attention.
Support onboarding and in-processing of new team members, including security access, badging, equipment, system accounts, and orientation activities.
Maintain program documentation, meeting records, correspondence, schedules, and shared resources using SharePoint and other approved collaboration tools.
Support Government correspondence, task-management systems, policy-related documentation, and administrative processes, including limited CATMS activities, issuances, and records requests.
Coordinate with Government stakeholders, contractors, and external organizations to facilitate communication, information sharing, and program activities.