Provide administrative and financial services support to the Energy Academic Group and to track the group's research proposals, non-procurement Statements of Work, and internal budgets.

• The contractor shall provide daily general administrative tasks to include coordinating and maintaining the group's schedule of events, records management, meeting schedules, announcements, routing of documents, answering the telephone, and drafting emails and various correspondence.
• The contractor shall provide travel support for twenty EAG personnel and supporting faculty by inputting Defense Travel System (DTS) information for the processing expense vouchers, security and clearance requirements, ticketing, hotel, and other travel arrangements.
• The contractor shall not engage in any approval role within the DTS, nor shall the contractor direct the Government in the matters of travel.
• The contractor shall track the EAG's office supplies and mission-related purchases, conduct inventories, and input purchase requests into PRE and ERP. The contractor shall only fulfill the function of data entry and tracking for all supply and mission-related purchases. The contractor shall not generate any Government procurement requirements; allocate funding, or approval roles.
• The contractor shall provide country clearance support for EAG personnel by submitting foreign travel requests to the Security Office, entering country clearance requests in the Aircraft and Personnel Automated Clearance System (APACS), compiling Anti-terrorism Plans (ATP), and ensuring all training is up to date for foreign clearance approval.
• The contractor shall keep track of the office schedules of all EAG personnel including keeping a master calendar of the travel, leave, and meeting schedules for the EAG team.
• The contractor shall coordinate the usage of the office conference room including the schedule of approximately 20 meetings per month. The conference room shall be set up and ready for requested meetings, including any audio visual needs.
• The contractor shall support setting up online group meetings, managing text/image for event flyers, reserving rooms (for mtgs requiring more space than our conference room), coordinating with the ITACS team to arrange A/V in rooms across NPS (as needed), or to do more simple setup including initiating the online meeting without external support, managing meeting registrations, and pre-meeting preparation.

Job Requirements

• Minimum of three years’ experience in an administrative support role in a government, military, or academic setting
• Minimum three years’ experience in the use of Microsoft Office Suite software and the Mac Operating System (OS)
• Minimum of three years working with Microsoft Excel to compile financial data and prepare spreadsheet report
• Minimum of three years’ experience working with government travel and financial regulations and policies, specifically DTS, and at least one year working with ERP