Operations Officer - Administrative

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Job description

Essential Job Functions:

The applicant shall provide office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. The applicant shall serve as the principal advisor and consultant to the organizational unit manager and other key managers on administrative and management directives. The applicant shall communicate with all levels of staff, operating officials, and support organizations; and shall provide document preparation, review, staffing, and archival services.

• The applicant shall analyze operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; recommend systems and procedures; and implement approved changes. The applicant shall resolve administrative problems by analyzing information, identifying alternatives, making recommendations, and communicating approved solutions.

• The applicant shall identify functional and cross-functional requirements to maintain continuity of work operations, documenting and communicating recommended actions to management. The applicant shall identify irregularities and determine continuing needs to perform functional allocation and its interrelationships on required tasks. The applicant shall recommend resources required for each task.

• The applicant shall research, coordinate, and provide guidance on regulations, policies, directives, and procedures. The applicant shall implement higher headquarters administrative and management directives and monitor to ensure compliance. The applicant shall perform studies and special projects in a wide variety of management and program areas, applying federal, DOD, DA, and local policies and procedures and reporting requirements.

• The applicant shall develop, execute, and track documents and intergovernmental agreements such as Memorandums of Understanding, Memorandums of Agreement, and Memorandums for Record.

• The applicant shall coordinate, schedule, and adjust meetings, events, and travel for organization leaders, and synchronize organization events and operations as required with key stakeholders.

• The applicant shall facilitate meetings and calls for senior organizational leaders and provide technical support such as preparation of documents, reports, presentations, etc.

• The applicant shall prepare, review, and transmit agendas, briefings, minutes, and calendars.

• The applicant shall plan, coordinate and participate in systems readiness reviews, touchpoint reviews, Industry Days, and other programmatic reviews and ensure minutes and actions are captured and actioned.

• The applicant shall respond to taskers, to include interfacing with other functional experts to obtain information; gathering, compiling and analyzing relevant information from various sources; develop and draft strategy and language, coordinate concurrences and approvals, and submit response on a timely basis.

• The applicant shall quality check organizational documentation and briefings (format, grammar, spelling, content, etc.) prior to submission to leadership, perform final reviews of taskers, and coordinate with Public Affairs.

The applicant shall provide subject matter expertise at organizational staff meetings and organize and oversee Integrated Product Teams. The applicant shall package and present briefings, record actions, generate minutes and submit reports of activities.

Required Skills:

Due to the sensitivity of customer related requirements, U.S. Citizenship is required.

Ability to obtain security clearance.

Minimum High School/GED plus 7 years of experience, an Associate degree plus 2 years or a bachelor's degree is required; or a Bachelor's degree in an applicable field plus one full academic year of graduate education in the specialized field.

or, a bachelor's degree in a specialized field plus 3 years of applicable experience.

or, a bachelor's degree in any field with a minimum of 5 years of specialized experience .

Specialized Degree Field: Project Management, Business Management/Administration or another related field.

Specialized/applicable experience must be in the area of Project Management, Business Management/Administration or another related field.

5 cumulative years of work experience (within the last 8-year period) in planning, organizing, tracking, and reporting on projects supporting a program life-cycle management processes.

2 years' experience supporting a Major Defense Acquisition Program (MDAP) valued in excess of $185 million (ACAT I or II) using DoD 5000 weapon systems acquisition processes.

3 years' experience utilizing Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat.

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