Administrative Specialist (Senior)

This posting may be used to identify candidates for future opportunities in Dayton, Ohio; Warner Robins, Georgia; or Oklahoma City, Oklahoma. Hybrid work arrangement (in-office and remote). Full-time position requiring the ability to qualify for a Secret clearance.

About the Role

The Senior Administrative Professional will support a USAF contract by facilitating uninterrupted day-to-day operations of directorates and divisions. The role involves interaction with lateral organizations, external agencies, and various base facilities to ensure smooth administrative and operational processes.

Responsibilities

• Process non-disclosure agreements for directorate personnel prior to accessing competition-sensitive or proprietary data.
• Plan and organize actions required for day-to-day business, including executive calendars and meeting scheduling.
• Perform management activities such as preparing technical material, management presentations, and supporting meetings, minutes, agendas, and briefings.
• Gather program information and assist in pre-acquisition, acquisition strategy planning, and milestone tracking.
• Develop, maintain, and modify directorate/division/program schedules and calendars.
• Plan, formulate, edit, develop, publish, and store program documentation, plans, directives, reports, and briefings (classified and unclassified).
• Organize and facilitate program briefings, including gathering information, reviewing reports, and providing business integration support.
• Coordinate meetings, including VTC setup, room preparation (seating, name placards), and securing conference rooms.
• Produce visual aids (slides, briefing charts, graphics) for internal and external briefings and reports.
• Maintain official file plans using the Air Force Records Information Management System (AFRIMS) or other appropriate systems.
• Assist in establishing and maintaining master files and file plans for divisions and program data.
• Perform record searches in AFRIMS and ERM structures for active/inactive, physical/electronic documents.
• Prepare and process CONUS and OCONUS travel arrangements and travel vouchers.
• Verify data inputs for ATAAPS, DCPS, CSR, in/out-processing, DTS, and FARM systems.
• Assist with suspense tracking systems and the development of program documentation (e.g., aircraft availability plans, program management plans).
• Serve as the focal point for collecting, preparing, and displaying materials for staff meetings.
• Provide administrative support for management, financial, contracting, configuration, engineering, system integration, and logistics activities.
• Assist in managing and tracking civilian and military decoration programs within the directorate/division.
• Track training budget information for the training Government Purchase Card (GPC) holder.

Requirements

• High School Diploma or GED.
• Ten (10) years of experience as an administrative worker.
• Five (5) years of DoD experience.
• Working knowledge of desktop applications (word processing, spreadsheet, database).
• Ability to obtain and maintain a Secret security clearance; U.S. citizenship required.

Preferred Qualifications

• Experience using Defense Travel System (DTS).
• Experience using Automated Time Attendance and Production System (ATAAPS).
• Experience using Defense Civilian Pay System (DCPS).
• Experience using Functional Area Records Management (FARM).
• Experience using Air Force Records Information Management System (AFRIMS).
• Experience using Senior Officer Communication and Coordination Electronic Resource (SOCCER).

Benefits

• Medical, dental, and vision insurance.
• Life insurance, short-term and long-term disability, accidental death & dismemberment coverage.
• Supplemental income protection programs.
• 401(k) with company match.
• Flexible Spending Accounts (FSA).
• Employee Assistance Program (EAP).
• Education and certification reimbursement.
• Employee discount program.
• Paid time off and holidays.