Senior Administrative Specialist - NSWCCD MD

About the role

Strategic Technology Institute, Inc. (STi) is seeking a Senior Administrative Specialist to support Naval Sea Systems Command’s (NAVSEA) Naval Surface Warfare Center Carderock Division (NSWCCD) at their research facility in Bethesda, MD.

Responsibilities

• Schedules and tracks meetings; reserves conference rooms and vehicles; makes travel arrangements; coordinates, schedules and arranges specific department services with staff members, departments or agencies; tracks activities and deadlines.
• Provides assistance to the public and other employees in person or by phone; explains complex processes and requirements; interprets and applies program information to a variety of situations and the processing of requests; determines when to contact appropriate program staff for assistance; may assist public with program compliance questions and issues.
• Develops and maintains complex manual and computerized record keeping systems for a variety of department or specialized program records; retrieves information; applies retention guidelines to purge records.
• Aids in developing and/or coordinating the processing of forms, notices, orders or materials required for program area functions. Processes a variety of forms that require the application of various departmental or program policies and procedures.
• Prepares correspondence; selects, compiles, and evaluates materials and information; proofreads and edits documents for accuracy, spelling, and punctuation; ensures the inclusion of all pertinent information.
• Collaborates in coordinating, compiling, and evaluating data from a variety of sources to create regular and specialized reports; searches files and records for information; decides on effective layout of data; coordinates the updating of manuals and documents; obtains information from others as necessary to complete assignment; maintains follow-up system on reports requiring action on a periodic basis.
• Sets up and maintains computerized files to track data which may include spreadsheet tabulations and calculations, and modifying criteria for queries to extract data.
• Aids in the design, implementation, monitoring and maintenance of program processes, procedures, program-related events, and systems; develops and evaluates clerical or administrative processes.
• Maintains and accounts for petty cash funds, including distribution and replenishment of funds; receives, receipts, and records fees; performs various posting and balancing of records and accounts.
• Supports personnel actions and payroll information; processes accounts payable and receivable; enters information into financial systems; monitors and tracks financial processes and payments; processes purchase orders and requisitions; assigns appropriate codes to transactions; may assist with budget preparation and monitoring.
• Assists with the provision of clerical and administrative support to boards and/or committees; prepares agendas and supporting materials; takes, transcribes and distributes minutes; prepares and distributes final minutes and reports; compiles and gathers data and information as required.

Requirements

• Minimum of a Bachelor’s Degree from an accredited college or university in an area of business administration.
• Four (4) years of experience in the application of administrative and technological concepts, principles, and practices sufficient to serve at the executive management level.
• Four (4) years of experience in the use of highly developed oral and written communication skills.
• Four (4) years of experience in the development of expert level deliverables using basic Microsoft products (Word documents, PowerPoint presentations, Excel spreadsheets and project).
• Additional two (2) years of experience independently managing a business/administrative process that requires the review, editing, and routing of packages for senior-level approval and direct interaction with senior leadership.
• Demonstrated experience in the use of HP Content Manager Navy Records Management Software or a comparable software, Adobe Lifecycle (Form Creation), and Microsoft SharePoint.
• Experience that demonstrates the development of Tableau or Power BI visualizations to communicate metrics.
• Favorably adjudicated PSI at a T3 level.

Qualifications

• Must have a solid understanding of AS9100D, ISO 14001:2015, and ISO 9001:2015 certifications.
• Must have strong organizational and time management skills.
• Must have excellent interpersonal and communication skills.
• Must be proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Project.
• Must have knowledge of SAP or similar enterprise resource planning (ERP) systems.

Skills

• Strong organizational and time management skills.
• Excellent interpersonal and communication skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Project.
• Knowledge of SAP or similar enterprise resource planning (ERP) systems.
• Experience with HP Content Manager Navy Records Management Software or a comparable software.
• Experience with Adobe Lifecycle (Form Creation).
• Experience with Tableau or Power BI for data visualization.

Benefits

TBD