Administrative Assistant Lead

Responsibilities

• Assist flight commanders in providing data as requested by the Commander’s Support Staff in support of administrative programs.
• Programs include, but are not limited to, task management, fitness program, safety program, security program, supply program, and manning, using applications such as Military Personnel Data System (MilPDS).
• Avoid preparing, maintaining, and disposing of administrative reports and other correspondence.
• Act as the point of contact for all newly assigned air crew; orient them regarding the basic functions of the organization, introduce them to key personnel, and schedule their initial training/orientation requirements.
• Clock with UDM to schedule required pre-departure training with the deploying personnel and their supervision.
• Provide deployment data/information that enables the UDM to schedule/coordinate with wing, base and higher headquarters offices on deployment issues and maintain mobility/training folders/documentation IAW DoD Foreign Clearance Guide, AFI 10-403, AFI 33-332, and guidance associated with Geographic Combatant Command/Major Command (MAJCOM)/Installation supplements, and locally developed guidance.
• Prepare and submit a list of requirements for purchase in support of aircrew deployment to the UDM and resource advisor.
• Provide aircrew pre-deployment/post-deployment mobility, logistics, security, ancillary training, medical, and dental requirements to the UDM.
• Avoid assisting flight commanders with data collection for deployment reporting in the Defense Readiness Reporting System (DRRS) and the Air Expeditionary Force Reporting Tool (ART) including Unit Type Code posturing and individual status updates.
• Coordinate with UDM to schedule required pre-departure training with the deploying personnel and their supervision.
• Prepare and submit a list of requirements for purchase in support of aircrew deployment to the UDM and resource advisor.
• Provide aircrew pre-deployment/post-deployment mobility, logistics, security, ancillary training, medical, and dental requirements to the UDM.
• Ensure high-quality contract performance.
• Maintain contract compliance with established standards.
• Provide daily task guidance to team members as needed.
• Maintain strong relationships with squadron and group leadership.
• Address customer concerns with Program Manager.
• Assist with welcoming and onboarding new team members.
• Ensure new hires receive the necessary training and resources.
• Provide guidance on PWS Requirements.
• Provide guidance on Performance Work Statement (PWS) task requirements.
• Offer insight into mission considerations relevant to tasks.
• Manage time off requests (maternity, bereavement, PTO, military leaves).
• Ensure adequate task coverage and support during team member absences.
• Prepare and deliver the contractor monthly status report to the PM and upon PM approval submit to the customer.
• Outline activities, accomplishments, and work performed for PWS tasks.
• Support training and development (annual training and position tasks).
• Provide general supervisory to include but not limited to, tasking of duties, timesheet review and approvals, mentoring and counseling as needed.

Qualifications

• Proficiency in scheduling software and systems with strong MS Office skills.
• Excellent verbal and written communication skills to interact effectively with crew members and internal teams.
• Strong attention to detail and ability to multitask in a dynamic, high-pressure environment.
• Minimum 1 -2 years of related experience.
• Must have an interim Secret clearance.
• Associate or bachelor’s degree preferred.