Army Division Concepts to Capabilities -Administrative Assistant

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Department Summary:

The Army Division Concepts to Capabilities (N213) department manages and oversees the activities of multiple sponsor projects (~10 projects) and the MITRE Army Advisory Council (MAAC). The Army division relies on professional administrative assistance to coordinate our business activities in the annual execution of approximately 350 PTS and over 200 division employees. This is a critical role in the success of the department and Army division, this position will provide support directly to the N213 department and the division as required.

Roles and Responsibilities:

Admin Duties (dual role for all duties to departments and division)

• Maintain calendar of department level events as well as the daily scheduling of the Director, which entails the ability to prioritize and coordinate a vast number of requirements and demands.
• Receive, screen, prioritize and direct incoming departmental calls, visitors, physical mail, and email.
• Plan, coordinate, and support a variety of division, department, and MITRE Army Advisory Council (MAAC) level meetings. Duties will include assisting in preparing agendas and presentations, posting read-ahead materials, arranging various types of meeting venues, completing catering orders, arranging audio-visual (CAVS) and facility requirements, providing set-up assistance for Teams Meeting or VTCs, organizing the content for these structured meetings for future use and historical purposes, taking and sharing meeting notes as requested. Admin will be interacting and providing admin support to retired Senior Leaders (both military and civilian) – requires familiarity with military and secretariat protocol
• Manage departmental travel arrangements and approvals to include general travel, security forms, coordination with the visiting location, and alternative arrangements when plans change.
• Maintain and manage departmental and division level action-trackers
• Perform data entry, manage, monitor and maintain various software management tools
• Assist with the management, updating and maintenance of departmental websites. This includes adding/consolidating pages as needed, content updates, program news and events and business calendar, organizing and updating document repositories.
• Provide various forms of correspondence including formal MITRE letters and memos, confidential documents, briefings, and other documents to support the business based on MITRE standards.
• Maintain awareness of ongoing activities and the interdependencies among assignments, meetings, and products to prioritize work effectively and efficiently and be able to anticipate commitments and requirements as needed.
• Demonstrate proactive initiation and follow-through on a broad range of administrative duties.
• Manage and maintain all department confidential files, records, organization charts and significant event rosters.
• Assess and improve administrative processes as needed. Maintain state-of-the-art knowledge of MITRE’s administrative support systems, policies and processes. This requires engagement in corporately supported productivity and collaboration capabilities.
• Fulfill the role of Timecard Coordinator for department level staff, which includes bi-weekly submissions and monitoring for daily timecard compliance. Review weekly department compliance reports and provide the statistics to the Director.
• Track other department level reports to include compliance reports as needed.
• Maintain departmental property inventory, and serve as the point of contact for the department property audits
• Interact effectively with customers to acquire building badges, computer accounts and access for MITRE staff.
• Maintain cognizance of location of staff; respond to phone calls about schedules and whereabouts, coordinate communication with the team when there is critical or important need.
• Arrange for purchasing of office supplies and other necessities as required.
  
  

Security Duties

• Safeguarding PII and classified documentation.
• Assist with the security processes of control and accountability.
• Assist with other administrative security-related duties as assigned by the appropriate security practitioners.
  
  

Basic Qualifications:

• Typically, requires a minimum of 2-4 years of related experience with a High School Diploma or Equivalent in education or 2 years and an associate degree, or equivalent combination of educations and related work experience.
• Active US Secret clearance
• May require periodic travel to support division activities at MITRE and sponsor locations.
• Knowledge and experience with MS Office Programs including OneNote, Excel, SharePoint, Teams, and PowerPoint.
• Excellent written, communication and interpersonal skills to build strong external and internal networks and highly effective relationships with business leaders and sponsors.
• Strong self-organization, problem-solving, and time management skills, with considerable emphasis on self-initiation and independent decision making. Ability to effectively manage multiple tasks simultaneously and manage competing priorities with minimum supervision under deadline pressure in complex, fast-paced environments.
• Persistent approach to follow-up on tasks and responsibilities. Ability to follow through on assignments.
• Superb attention to detail.
• Competence in the latest mobile, desktop, and VTC technologies and willingness to learn new technologies and processes quickly.
• Ability to deal effectively and professionally with all levels of personnel, customers, and visitors; Must also demonstrate ability to maintain confidential/sensitive information.
• Experience with calendar management.
• This position requires a minimum of 4 days a week on-site
  
  

Preferred Qualifications:

Preferred Administrative Qualifications:

• Technical writing/editing skills
• Ability to obtain and maintain a TS/SCI clearance
• Experience in maintaining/managing a SharePoint site
• Previous experience supporting a dynamic, fast-paced team
• Previous Experience in a technical oriented organization
• Ability to provide technical editing support to materials generated by staff
  
  

Preferred Security Qualifications:

• Interface with MITRE security to ensure OVRS actions are actioned and complete
• Interface with sponsor security staff to enable sponsor engagements at required classification levels
• Active Secret security clearance
  
  

This requisition requires the candidate to have a minimum of the following clearance(s):

Secret

This requisition requires the hired candidate to have or obtain, within one year from the date of hire, the following clearance(s):

Secret

Work Location Type:

Onsite

Commitment to Non-Discrimination

All qualified applicants will receive consideration for employment without regard to disability, status as a protected veteran or any other status protected by applicable federal, state, local or international law. For further information please visit the Equal Employment Opportunity Commission website Know Your Rights Poster.

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