Operations Officer - Administrative

Responsibilities

• Provide office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects.
• Serve as the principal advisor and consultant to the organizational unit manager and other key managers on administrative and management directives.
• Communicate with all levels of staff, operating officials, and support organizations; and provide document preparation, review, staffing, and archival services.
• Analyze operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; recommend systems and procedures; and implement approved changes.
• Resolve administrative problems by analyzing information, identifying alternatives, making recommendations, and communicating approved solutions.
• Identify functional and cross-functional requirements to maintain continuity of work operations, documenting and communicating recommended actions to management.
• Identify irregularities and determine continuing needs to perform functional allocation and its interrelationships on required tasks.
• Recommend resources required for each task.
• Research, coordinate, and provide guidance on regulations, policies, directives, and procedures.
• Implement higher headquarters administrative and management directives and monitor to ensure compliance.
• 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.
• Develop, execute, and track documents and intergovernmental agreements such as Memorandums of Understanding, Memorandums of Agreement, and Memorandums for Record.
• Coordinate, schedule, and adjust meetings, events, and travel for organization leaders, and synchronize organization events and operations as required with key stakeholders.
• Facilitate meetings and calls for senior organizational leaders and provide technical support such as preparation of documents, reports, presentations, etc.
• Prepare, review, and transmit agendas, briefings, minutes, and calendars.
• 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.
• 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.
• 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.
• Provide subject matter expertise at organizational staff meetings and organize and oversee Integrated Product Teams.
• Package and present briefings, record actions, generate minutes and submit reports of activities.

Requirements

• U.S. Citizenship is required.
• Ability to obtain security clearance.
• Minimum High School/GED plus 10 years of experience, an associate degree plus 4 years or a bachelor’s degree plus 2 years is required.
• 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 process.
• 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.