Business Process Analyst

Brief Description

Red Gate is seeking a Business Process Analyst to support the Directorate for Business Operations (DBO) Front Office within OUSD(A&S).

About the Role

The successful candidate will support the Executive Director of DBO and the Senior Executive Assistant in managing day-to-day front office operations, executive correspondence, task management, travel coordination, meeting support, and other administrative functions.

Responsibilities

• Serve as a key member of the DBO Front Office team supporting the Executive Director and senior leadership.
• Manage daily office operations and administrative functions to ensure efficient execution of front-office activities.
• Care for executive calendars and coordinate appointments, meetings, conferences, and senior leader engagements.
• Manage all incoming and outgoing correspondence utilizing the Correspondence and Task Management System (CATMS).
• Monitor, track, assign, and coordinate suspense actions to ensure timely completion and leadership visibility.
• Review correspondence packages for completeness, accuracy, proper staffing, and compliance with organizational requirements.
• Provide status updates and reporting on tasking actions, executive correspondence, and suspense management.
• Manage and provide oversight of the Directorate's Official Representation Funds (ORF) program.
• Track ORF expenditures and maintain supporting documentation in accordance with applicable regulations and guidance.
• Coordinate approvals and ensure accurate reporting of ORF-related activities.
• Coordinate official travel arrangements, travel orders, vouchers, and supporting documentation for Directorate personnel.
• Aid in the preparation, routing, and tracking of personnel actions and administrative packages.
• Maintain records associated with travel and personnel actions to ensure compliance with organizational policies.
• Analyze existing administrative workflows and recommend process improvements to increase efficiency and effectiveness.
• Develop, maintain, and utilize databases, spreadsheets, trackers, and reporting tools to support Directorate operations.
• Collect, organize, and analyze administrative data to support leadership decision-making and reporting requirements.
• Develop metrics and status reports to monitor office performance, task completion, and workflow effectiveness.
• Plan and coordinate logistics for meetings, conferences, and executive events.
• Prepare meeting materials, agendas, briefing books, read-ahead packages, and executive correspondence.
• Record actions, monitor follow-up activities, and ensure completion of assigned tasks and commitments.
• Cross-stakeholder coordination to ensure successful execution of meetings and leadership engagements.
• Communicate with internal and external stakeholders concerning assigned projects, tasks, and administrative matters.
• Develop and maintain productive working relationships with senior leaders, staff offices, and external stakeholders.
• Provide clear and concise oral and written communications regarding assigned work, analytical findings, recommendations, and status updates.
• Perform editing, formatting, proofreading, and quality review of correspondence, reports, briefings, presentations, and other official documents.
• Ensure products comply with DoD correspondence standards and organizational requirements.
• Apply rigorous attention to detail to ensure accuracy, consistency, and professionalism in all deliverables.

Qualifications

• Active Secret Security Clearance.
• Minimum of 5 years of experience providing executive administrative, business operations, or front-office support within a federal government or Department of Defense environment.
• Demonstrated proficiency with the Correspondence and Task Management System (CATMS).
• Experience supporting Senior Executive Service (SES), Flag Officer, General Officer, or other senior government leadership.
• Experience coordinating correspondence, executive taskings, suspense management, travel, meetings, and administrative operations.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
• Strong organizational skills with the ability to manage multiple simultaneous priorities in a dynamic environment.

Desired Qualifications

• Bachelor's degree in Business Administration, Management, Public Administration, Communications, or related field (or equivalent combination of education and experience).
• Experience supporting OSD, OUSD(A&S), or other headquarters-level DoD organizations.
• Knowledge of OSD correspondence procedures, executive secretariat processes, and administrative protocols.
• Experience managing Official Representation Funds (ORF) programs.
• Familiarity with Defense Travel System (DTS) and other DoD administrative systems.
• Experience developing administrative dashboards, trackers, and process improvement initiatives.
• Lear Six Sigma or other process improvement training/certification.