What are the responsibilities and job description for the Senior Administrative Assistant (25-15 RHW Research and Administrative Support) position at Reef Systems?
Senior Administrative Assistant (25-15 RHW Research and Administrative Support)
INTRODUCTION:
The 711th Human Performance Wing (711 HPW), headquartered at Wright-Patterson Air Force Base in Ohio, is the first human-centric warfare wing to consolidate human performance research, education and consultation under a single organization. Established under the Air Force Research Laboratory, the 711 HPW is comprised of the Human Effectiveness Directorate (RH) and the United States Air Force School of Aerospace Medicine (USAFSAM). The Wing delivers unparalleled capability to the Air Force through a combination of world class infrastructure and expertise of its diverse workforce of military, civilian and contractor personnel encompassing 75 occupational specialties including science and engineering, occupational health and safety, medical professions, technicians, educators, and business operations and support.
DESCRIPTION OF SERVICES:
The Warfighter Interactions and Readiness Division (RHW) located within RH is seeking a highly skilled and motivated Multimedia/Graphic Designer and Senior Administrative Assistant to support Research, Development, Testing and Evaluation (RDT&E) efforts across the Division. RHW is also seeking a Research Acoustician to support our Cognition and Modeling Branch’s (RHWE) RDT&E efforts.
The contractor shall meet all requirements per the basic contract and provide professionally and technically qualified individual(s) to perform all tasks in the following paragraphs to fulfill the requirements of this task order.
Mandatory Qualifications:
INTRODUCTION:
The 711th Human Performance Wing (711 HPW), headquartered at Wright-Patterson Air Force Base in Ohio, is the first human-centric warfare wing to consolidate human performance research, education and consultation under a single organization. Established under the Air Force Research Laboratory, the 711 HPW is comprised of the Human Effectiveness Directorate (RH) and the United States Air Force School of Aerospace Medicine (USAFSAM). The Wing delivers unparalleled capability to the Air Force through a combination of world class infrastructure and expertise of its diverse workforce of military, civilian and contractor personnel encompassing 75 occupational specialties including science and engineering, occupational health and safety, medical professions, technicians, educators, and business operations and support.
DESCRIPTION OF SERVICES:
The Warfighter Interactions and Readiness Division (RHW) located within RH is seeking a highly skilled and motivated Multimedia/Graphic Designer and Senior Administrative Assistant to support Research, Development, Testing and Evaluation (RDT&E) efforts across the Division. RHW is also seeking a Research Acoustician to support our Cognition and Modeling Branch’s (RHWE) RDT&E efforts.
The contractor shall meet all requirements per the basic contract and provide professionally and technically qualified individual(s) to perform all tasks in the following paragraphs to fulfill the requirements of this task order.
Mandatory Qualifications:
- The contractor employee shall possess a minimum of a high school diploma and at least 10 years of experience, or at least 5 years of experience in a similar government offices.
- The contractor employee shall have experience working on high-visibility or mission critical aspects of a given program and have the ability to perform all functional duties independently.
- The contractor employee shall be proficient with Microsoft Office applications (Outlook, Word, Excel, and PowerPoint) and Microsoft Internet Explorer.
- The contractor employee shall have experience with using Outlook calendars proficiently.
- The contractor employee shall possess the capability to learn to use other commercial or specialized computer applications.
- The contractor employee shall have experience with Defense Travel System (DTS) and be able to coordinate travel (Pre and Post) for Front Office Group Members.
- The contractor employee shall possess extensive organizational skills and the ability to work independently.
- The contractor employee shall have demonstrated experience assisting in planning, organizing, and performing the full spectrum of actions required to conduct day to day business as a Senior Administrative Assistant.
Highly Desired Qualification:
- Experience with the Electronic Information Management processes and SharePoint functionality.
- Experience with Electronic Records Custodian roles and Air Force Records Information Management System (AFRIMS) or other appropriate information management systems.
- Experience with Automated Time Attendance and Production System, in/out-processing, and Functional Area Records Management
Tasks:
- The contractor employee shall assist with the efforts of less senior staff and/or be responsible for the efforts of all staff assigned to a specific job.
- The contractor shall be capable of independently performing the most complicated and technical tasks relevant to this section of the PWS.
- The contractor shall have the experience and capability to support the assigned tasks and lead support personnel in these tasks.
- The contractor employee shall assist in planning, organizing, and performing the full spectrum of actions required for the RHW to conduct day to day business, including but not limited to: planning calendars and scheduling meetings; assisting program management activities such as working with functional managers, outside agencies, contractor personnel, and the program office customers concerning preparation of technical material, management presentations and other material in support of meetings, minutes, agendas, and compilation of briefings; gathering a variety of program information; assisting in pre-acquisition and acquisition strategy planning and implementation; assisting in the development of executive documentation; assisting in the development of milestone planning, tracking, scheduling, briefing preparation, staff coordination and decision documentation preparation; implementing documentation
- The contractor employee shall support staff leadership, supporting teams and other office personnel by maintaining Outlook calendars and schedules of leadership personnel within the organization to maintain accuracy and facilitate office operations.
- The contractor employee shall generate and implement procedures for typing, filing, copying, paper shredding, destruction of sensitive data, and control of documentation, correspondence and action items. The Contractor shall review documents for accuracy of data, procedure compliance, and error-free documentation.
- The contractor employee shall assist in the use of computer applications (Microsoft Office software suite) to produce databases, spreadsheets, graphics, and other specialized products and facilitate the use of standardized automated forms such as organizational charts; Pyramid Alert/Recall and Shelter-In-Place rosters; travel orders; performance reports, e.g., Officer Performance Reports and Enlisted Performance Reports, civilian and military awards, materials procurement, maintenance, and disposition, as well as other periodic or ad hoc reports.
- The contractor employee shall perform FOG receptionist duties including answering telephone calls, conveying messages for Division leadership, making travel arrangements for Division leadership, scheduling meetings, making arrangements for Distinguished Visitor visits, and other related tasks.
- The contractor employee shall monitor and order office supplies for all division staff.
- The contractor employee shall track and make arrangements for cubicle moves, manage the processes for in/out processing of personnel, manage and update personnel related rosters and organization charts, maintain the newcomer orientation briefing, and other administrative tasks as required.
- The contractor employee shall serve as the Electronic Information Management SharePoint focal point and manage the content in the RHW SharePoint site.
- The contractor employee shall serve as the Electronic Records Custodian and assist in maintaining official file plans with the use of the Air Force Records Information Management System (AFRIMS) or other appropriate information management systems.
- The contractor employee shall verify the accuracy of data inputs for the division’s Automated Time Attendance and Production System, in/out-processing, DTS, Functional Area Records Management, and other areas as required.
- The contractor employee shall perform workflow management functions as needed to ensure timely RHW response to external and internal suspenses and taskings. Necessary workflow management functions shall include receiving suspense/tasking notices and details from several sources; analyzing suspenses and taskers for execution assignment;
- assigning the proper action organizations, action officers and suspense dates; tracking, consolidating and coordinating responses into a single Division-level response; acquiring FOG approval as needed; formally responding to the tasking organization and closing out the suspense or tasking; and archiving completed actions to enable retrieval from archival storage and electronic records management systems.
- The contractor employee shall monitor the division’s organizational e-mail account (i.e., Division Action Group mailbox) and distribute information and/or execute taskings as required providing responsive support to Division leadership.
BASE SUPPORT:
The contractor shall be provided office/laboratory space, furniture and equipment, routine office/laboratory supplies, computer hardware and software necessary to perform tasks described in this performance work statement. The government will also provide telephone service and access to a fax machine and a copier as required. All software and hardware, passwords/access to military Internet/E-mail and applicable database will be available within the scope of the contract. The contractor shall comply with local, AF and DoD policies.
GENERAL INFORMATION:
Work shall be accomplished at Bldg. 852, Bldg. 33 and Bldg. 441 WPAFB, OH 45433 beginning on 24 April 2025. Temporary alternate work locations may be assigned as circumstances dictate by the Contracting Officer (CO) or Contracting Officer Representative (COR).
Work schedule is normally Monday – Friday, 7:30 AM – 4:30 PM ET; however, there may be times when it is necessary for the contractor to work after duty hours in support of specific tasks. Although schedule may have to be flexible, it will not exceed 40 hours per week.
U.S. Citizenship:
Employee must be a U.S. citizen. For the purpose of base and network access, possession of a permanent resident card (“Green Card”) does not equate to U.S. citizenship.
TRAVEL:
Contractor may be required to travel when authorized to participate in customer business line related travel, to include meetings and conferences, to fulfill respective mission goals. Such travel will only be as directed and coordinated through the Government two weeks in advance of all contractor travel in order to obtain proper authorizations. The specific travel locations, duration, and number of trips will be upon direction of the Government without modification to the task order, as long as adequate travel funding is available in accordance with the resulting task order. When travel is identified, the contractor shall provide an estimate of all travel costs by location, broken out by item, to the Reef System’s Program Manager and Government for review prior to travel. Contractor shall be responsible for shipping equipment in support of required travel. The Contractor shall submit an estimate of shipping costs along with the travel estimate for the government approval prior to the shipping of the items.
SECURITY:
The contractor shall provide OPSEC protection for all sensitive/critical information and indicators involved in execution of this contract/Task Order, as defined by AFI 10-701 (Operations Security). 711 HPW Critical Information and Indicators are protected under the 711 HPW Operations Security Program and the 711 HPW Critical Information and Indicators List (CIIL). Contractor employees granted access to critical information and indicators shall be provided initial OPSEC training by the 711 HPW OPSEC Coordinator upon in-processing and prior to being granted access to CIIL items related to the contract/Task Order. The contractor shall also participate in 711 HPW’s annual OPSEC training and education programs, which includes periodic updates and refresher training on CIIL items applicable to the contract/Task Order. The 711 HPW OPSEC coordinator shall evaluate the OPSEC posture of AF contract activities and operations.
All documents, including papers, abstracts and posters shall be cleared by AF prior to public release.
DELIVERABLE:
Contractor Progress, Status and Management Report (PSMR).
On a monthly basis, the contractor shall provide a status report. The information will be on project status and describe the work accomplished. The contractor shall also identify any issues/problems anticipated in schedule or cost ceiling during the next reporting period.
The report shall have five sections:
- Project Title, Time Period of report, Date
- Performance: Current status of deliverables, measured against project expectations.
- Schedule: Have scheduled activities and milestones been completed on or before time, and impact of delays.
- Costs: Are there any actual or significant deviations, are significant costs adequately explained in terms of project plans? (i.e., large initial equipment purchase, followed by labor related costs.)
- Risk: Are there known or anticipated opportunities or events that will or can affect project.
Technical Report – Study/Services:
- All reports and data shall be submitted in a non-proprietary, easily transferrable format.
- All reports, data, findings and literature shall be property of the 711 HPW/RH. The contractor shall not reuse or distribute project information without the express permission of 711 HPW/RH and shall retain all 711 HPW/RH origin markings.
Point of Contact for Immediate Consideration:
Art Mata
amata@reef-sys.com
