Administrative Management Specialist

Type: Full Time

Location: CENSECFOR HQ

Overtime Exempt: No

Reports To: ARMADA HQ

Security Clearance Required: Favorable Tier 3 Background Investigation

**************CONTINGENT UPON AWARD********************

The Administrative Management Specialist is located at the CENSECFOR Headquarters staff and provides necessary administrative and management support of a wide variety of command programs; coordination with the subordinate commands, detachments, and learning sites; and other associated duties relative to the administration of an activity with eighteen (18) training locations. While working in close proximity of other administrative personnel, both military and government civilian, for the most part, the Administrative Management Specialist performs their duties and responsibilities independently, while regularly interacting with other administrative and managerial personnel at CENSECFOR Headquarters, learning and field activities, and other military commands. The Administrative Management Specialist will assist with presentation, protocol, operational, or administrative tasks to support the CENSECFOR senior leadership.

Duties & Responsibilities:

• The Administrative Management Specialist drafts and prepares, in proper format, correspondence, directives and various forms for signature. Reviews same for spelling, typographical errors, and conformance to formats and procedural requirements. Utilizes the full range of functions, including advanced processes, of one or more word processing software applications to produce medical, scientific or technical documents. If needed, uses various functions of other software types such as desktop publishing, calendar, electronic mail, spreadsheets, or graphics.
• Makes travel arrangements based on general travel intentions, known preferences of traveler and in accordance with appropriate travel regulations. Schedules transportation, hotel/Government quarters reservations in a timely manner. Effectively deals with security issues. Accurately prepares travel orders and travel vouchers. Maintains contact with travelers. May maintain reports on travel fund issues.
• Assists with coordination and planning of CENSECFOR hosted conferences to include staff briefing preparation, assistance with conference logistics (billeting, protocol liaison, facilities liaison, etc.) directly supporting the Command Triad. Schedules in-house conferences, possibly at distant locations. Attends conferences/meetings to assist in administrative set-up, details, and taking of minutes to track action items.
• Analyzes proposed and existing regulations and directives for conformance to style guides, for clarity, to avoid duplication or conflict with other issuance, and to recommend appropriate corrective actions. Prepares command instructions/notices in their proper format.
• Maintains the Commanding Officer's and Executive Director's calendar. Maintains the Center's calendar and the scheduling of the Audio Bridge Calendar. Maintains the schedules for all of the Center HQ's Conference Rooms.
• Provides expert advice to office staff regarding the preparation and publication of various documents with complex formats, such as newsletters, brochures, flyers, special reports, briefings, and manuals. Uses knowledge of the organization's programs and requirements and an understanding of the capabilities, differences, advanced functions and incompatibilities of word processing, desktop publishing and other software types (e.g., graphics, communications, database, spreadsheet) to determine the best methods to employ.
• Applies publishing capabilities to enhance the impact and effectiveness of such items as reports, presentation and briefing material, training material, and scientific or technical study papers. Determines the appropriate form, arrangement and spacing for the document, based on the nature of the subject matter being typed and its intended use.
• Manages the Command's Incentive Award Program for military and civilian personnel processing awards through the approval process. Prepares award packages and processes award certificates/medals.
• Other duties as assigned.

Knowledge, Skills, and Abilities (KSAs):

• Ability to perform duties expected of an Office Manager; exercises discretion and independent judgement with respect to matters of significance within the HQ Front Office.
• Experience establishing work priorities and communicating effectively with staff inside and outside of the HQ Command.
• Experience handling a wide range of administrative and executive support related tasks; able to work independently with little to no supervision
• Executive administration experience with high level event planning and coordination; itinerary development; and detailed knowledge of Navy protocol and military courtesies policy and regulations.
• Excellent communication skills, both orally and in writing.
• A thorough knowledge of the Navy and Marine Corps organizational and command structure.
• Ability to obtain a Favorable Tier 3 Background Investigation

Minimum/General Experience:

• At least five (5) years' experience at an Executive Level within a Navy or Marine Corps administrative environment. Recent administrative, presentation, protocol and operations support experience within the last three (3) years.

Minimum Education:

• Bachelor's degree from an accredited institution and 3 years of experience in a Navy administrative environment or
• Minimum of twelve (12) years of experience in a Navy or Marine Corps administrative environment.

Disclaimer:

The above information has been designed to indicate the general nature and level of work to be performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of the contractor assigned to this position. Applying: If you feel you have the knowledge, skills and abilities for this position visit our careers page at www.armadausa.com.

ARMADA provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ARMADA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Must be able to successfully pass a background check, and pre-employment drug testing. Job offers are contingent upon results of background check and drug testing.