Skills / Experience Required

• Provide administrative services in support of the DASA(DES) or the DES Deputy Director on a rotational basis to cover leave, absences, and staff the reception desk to answer phones, escort visitors, respond to information requests for General Officer and Senior Executive Service level offices, and schedule and facilitate meetings
• Serve as the primary point of contact for interaction with the ASA(ALT) Staff Action Control Office (SACO) and will coordinate with the DES Executive Officer (XO) and Executive Administrator on the preparation, staffing, and tracking of Executive Director correspondence
• Collect and consolidate information to support analysis leading to the fielding of capabilities
• Make recommendations to the government on policies, procedures, techniques, proposed changes, and integration requirements using established criteria from a SoS level to ensure that cost, schedule, and performance requirements are satisfied
• Represent DES in government working groups, integrated product teams & other planning meetings in support of the mission
• Represent the leadership’s position & provide feedback and recommendations
• Provide executive level summaries of task assignments & meetings attended & shall deliver to the DES leadership POC
• Prepare briefing charts, documents and materials that address process, planning, budget, test, logistics, engineering, program management and acquisition decisions, applicable to the individual task in support of Army Acquisition
• Prepare meeting material for & attend weekly meetings
• Develop briefing packages to support budget, test, logistics, & program management and reviews, and acquisition decisions
• Keep copies of all presentation materials maintained in the SharePoint DES knowledge management system
• As the OSO perform website administration actions to include the following: population and weekly maintenance of Organizational Operations Management data stored on SharePoint, manage user access and permission levels within one day of request, assist users in defining requirements for SharePoint functionality, and collaborate with SharePoint developers to implement requirements
• Provide ad-hoc backup support to conference room scheduler/VTC support personnel
• Manage the scheduling of conference rooms and perform point-to-point video teleconferences (VTCs) to include operating the equipment and establishing the call or calls
• Monitor VTCs in progress and take corrective action should failure occur, perform tests to ensure compatibility with VTC equipment (room system and desktop) at other sites, program, and monitor VTCs with the Multipoint Conferencing Unit (MCU) and Conference Reservation and Control System (CRCS) equipment, and shall program, update, and backup CRCS to maintain database accuracy
• Provide informal training to users in equipment performance and troubleshooting (VTC, Document/Digital Cameras, VCR, Laptop), and coordinate approved maintenance actions with network providers to resolve conference room equipment issues
• Liaison with the Network Enterprise Centers (NEC) to set up teleconference bridge requests, phone rosters and maintain phone access rosters and participant access numbers with host and participant codes
• Receive repair requests & schedule repair solutions for reported maintenance issues within the facility & associated force protection gates
• Maintain a schedule of building and property planned actions for semi-annual heating & cooling maintenance
• Schedule repairs within one hour of a maintenance problem being reported
• Greet visitors, answer reception phone, and manage building and parking lot access
• Consolidate and maintain a record of all facility related maintenance in the DES Facility Tracking Log within one day of completion
• Coordinate routine building maintenance and janitorial services against approved work order request authorized by an authorized government official
• Serve as the primary point of contact for all incoming taskers for supplies or services from DES’s activities and forward for review and approval within one day of receipt
• Develop needed product artifacts documentation with commercially available market research data
• Enter task information & track progress through the acquisition life cycle
• Act as the administrator for public financial reports to track and report DES employee compliance with DoD reporting requirement
• Support several types of intra-agency support agreements and acquisition programs for supplies and services

Education / Certifications

• Bachelor’s degree, OR
• 1-2 years of paid experience related to administrative support, business analyst support, project coordination/management

Benefits

• Medical, dental, vision, disability, and life insurance
• Flexible Spending Accounts
• 401(k)
• PTO
• Tuition reimbursement
• Paid federal holidays

Security Clearance

Must be a U.S. Citizen. A high-level Department of Defense active security clearance may be required. Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to government information.

Physical Requirements

Work may involve sitting or standing for extended periods of time and typing and reading from a computer screen. The candidate must have enough mobility, including bending, reaching, and kneeling, to complete daily duties in a prompt and efficient manner and that may include lifting to thirty pounds, as necessary.

Company Summary

Headquartered in Hawaii, Galapagos Federal Systems, LLC is an SBA Certified Native Hawaiian Organization 8(a) Small Business specializing in global information technology and offering professional solutions in IT Design & Installation, Cybersecurity Engineering & Support, Application Integration & Development, Software & Hardware Engineering, Network & Systems Management, Information Systems Security, and Business Management Services.

Leveraging over 30 years of providing IT services to the federal & commercial market with projects found around the world, our team has innovative expertise in the development of a wide range of technological solutions. Galapagos Federal Systems, LLC is an equal opportunity employer.

Our service commitment is simple - "Quality IT Solutions... On Time & On Budget."

Company Employment Statement

Galapagos Federal Systems, LLC reserves the right to change or modify job duties and assignments at any time. The above job description is not all encompassing as positions, functions, and qualifications may vary depending on business needs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Galapagos Federal Systems, LLC is an equal opportunity employer and does not discriminate against applicants based on race, color, creed, religion, medical condition, legally protected genetic information, national origin, sex (including pregnancy, childbirth, or related medical condition), sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status or legally protected characteristics.

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