Administrative Management Specialist

Administrative Management Specialist

DEFTEC delivers mission-critical solutions through skillfully delivered services and innovative products. We are inspired by our clients' critical missions and driven to provide the most effective solutions to execute their missions, operational challenges, and requirements. Our dedicated, experienced, and talented employees work closely with our clients to ensure the delivery of exceptional services and products.

POSITION OVERVIEW

The Administrative Management Specialist is located at the CENSECFOR Headquarters staff, and provides necessary administrative and management support of a wide variety of command programs; coordination with the subordinate commands, detachments, and learning sites; and other associated duties relative to the administration of an activity with eighteen (18) training locations. While working in close proximity of other administrative personnel, both military and government civilian, for the most part, the Administrative Management Specialist performs their duties and responsibilities independently, while regularly interacting with other administrative and managerial personnel at CENSECFOR Headquarters, learning and field activities, and other military commands.

JOB RESPONSIBILITIES:

• Drafts and prepares, in proper format, correspondence, directives and various forms for signature. Reviews same for spelling, typographical errors, and conformance to formats and procedural requirements. Utilizes the full range of functions, including advanced processes, of one or more word processing software applications to produce medical, scientific or technical documents. If needed, uses various functions of other software types such as desktop publishing, calendar, electronic mail, spreadsheets, or graphics.
• Makes travel arrangements based on general travel intentions, known preferences of traveler and in accordance with appropriate travel regulations. Schedules transportation, hotel/Government quarters reservations in a timely manner. Effectively deals with security issues. Accurately prepares travel orders and travel vouchers. Maintains contact with travelers. May maintain reports on travel fund issues.
• Assist with coordination and planning of CENSECFOR hosted conferences to include staff briefing preparation, assistance with conference logistics (billeting, protocol liaison, facilities liaison, etc.) directly supporting the Command Triad. Schedules in-house conferences and meetings in the local area. Also schedules large meetings and conferences, possibly at distant locations. Attends conferences/meetings to assist in administrative set-up, details, and taking of minutes to track action items.
• Analyzes proposed and existing regulations and directives for conformance to style guides, for clarity, to avoid duplication or conflict with other issuance, and to recommend appropriate corrective actions. Prepares command instructions/notices in their proper format.
• Maintains the Commanding Officer's and Executive Director's calendar. Maintains the Center's calendar and the scheduling of the Audio Bridge Calendar. Maintains the schedules for all of the Center HQ's Conference Rooms. • Provides expert advice to office staff regarding the preparation and publication of various documents with complex formats, such as newsletters, brochures, flyers, special reports, briefings, and manuals. Uses knowledge of the organization's programs and requirements and a understanding of the capabilities, differences, advanced functions and incompatibilities of word processing, desktop publishing and other software types (e.g., graphics, communications, database, spreadsheet) to determine the best methods to employ.
• Applies publishing capabilities to enhance the impact and effectiveness of such items as reports, presentation and briefing material, training material, and scientific or technical study papers. Determines the appropriate form, arrangement and spacing for the document, based on the nature of the subject matter being typed and its intended use.
• Manages the Command's Incentive Award Program for military and civilian personnel processing awards through the approval process. Prepares award packages and processes award certificates/medals.

Required Qualifications:

• Ability to perform duties expected of an Office Manager; exercises discretion and independent judgement with respect to matters of significance within the HQ Front Office.
• Experience establishing work priorities and communicating effectively with staff inside and outside of the HQ Command.
• Experience handling a wide range of administrative and executive support related tasks; able to work independently with little to no supervision.
• Bachelor's degree from an accredited institution and 3 years of experience in a Navy administrative environment or a minimum of twelve (12) years of experience in a Navy or Marine Corps administrative environment.
• At least five (5) years' experience at an Executive Level within a Navy or Marine Corps administrative environment.
• Recent administrative, presentation, protocol and operations support experience within the last three (3) years.
• Executive administration experience with high level event planning and coordination; itinerary development; and detailed knowledge of Navy protocol and military courtesies policy and regulations. • Excellent communication skills, both orally and in writing.
• A thorough knowledge of the Navy and Marine Corps organizational and command structure
• Ability to obtain a Favorable Tier 3 Background Investigation

DEFTEC offers a comprehensive whole-life benefits package that includes medical, dental, vision, holiday, paid time off, 401K with a match, life insurance, short/long-term disability, and educational reimbursement. The DEFTEC team comprises professionals who make a difference daily in crucial national security missions. Our leadership knows that this happens by employing a diverse team that is well cared for. Our top priority is our employees, making DEFTEC an ideal workplace.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Please get in touch with HR@deftec.com if you require reasonable accommodations.

DEFTEC is a Drug-Free Workplace where post-offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP, and alcohol when criteria are met as outlined in our policies.

AAP/EEO Statement

DEFTEC Corp is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any type based on actual or perceived race, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, civil union status, sexual orientation, military and veteran status, denial of family and medical care leave, arrest record and/or any other characteristic(s) protected by federal, state or local law.

This policy applies to all terms of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, training, compensation, benefits, employee activities, and general treatment during employment.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of the activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.