Administration Support Specialist Senior

Overview

Arcfield is a leading provider of full lifecycle, mission-focused systems engineering and integration capabilities to the U.S. government and its allies. The company has more than 60 years of proven experience providing advanced engineering and analysis, IT and C5ISR capabilities to support our nation’s most critical national security missions. Headquartered in Chantilly, VA and with 16 offices around the world, Arcfield employs approximately 1,200 engineers, analysts, IT specialists, and other professionals who put our customers’ missions first, helping them solve their most complex challenges through innovations in modeling, simulation and analysis, digital transformation and C5ISR. Visit arcfield.com for more details.

Responsibilities

Engages in a diverse set of specific tasks covering a broad set of administrative capabilities. Answers phones and greets visitors. Schedules appointments and maintains calendars. Schedules and coordinates staff and other meetings. Collates and distributes mail and prepares communications, such as memos, emails, invoices, reports, and other correspondence as requested. Writes and edits memos, letters, and other miscellaneous documents as requested. Creates and maintains filing systems (electronic and physical). Manages office inventory and ensures the regular supply of office materials. Sets up appointments, distributes reports, and manages coordination and correspondence between internal and external bodies. Manages miscellaneous data in spreadsheets (e.g., Microsoft Excel). Operates office equipment including printers, copiers, fax machines, and multimedia instruments. May travel off-site on one or more occasions to deliver classified or unclassified reports or files to other internal or external bodies.

 

The roles and responsibilities consist of, but are not limited to the following:

• Recommend communication plans and strategic roadmaps to align with the Directorate and Center strategic plans.
• Coordinate with the other contractors in Center, to include when planning meetings and upcoming events and responding to actions as appropriate.
• Coordinate with the Center communications team ensuring resources regarding the department are easy to access and information is accurate on the website.
• Draft presentations to provide an accurate status of existing department and program requirements, to include gaps, risks, and issues.
• Prepare presentations on proposed and/or existing capabilities provided by the Sponsor’s business area, during the yearly, quarterly, and ad-hoc resource allocation exercises.
• Independently triage, understand, coordinate, and disseminate actions that arrive via the action item tool, email, and other means. Collect information for, draft, and coordinate department level responses to these actions. Receive and consolidate responses from the department’s programs for action items. Create comprehensive and accurate department responses.
  • Triage and adjudicate all taskers received in any form pertinent to the Sponsor’s mission to include queries of Department level management prior to Sponsor involvement.
  • Independently work across Sponsor’s programs to identify and collect appropriate action inputs.
  • Proactively coordinate across departments as appropriate to ensure consistent responses.
  • Provide timely, accurate and responsive replies to all applicable actions.
  • Adjudicate conflicting responses between all parties.
• Provide technical editing and writing support including, at minimum, documentation, and compilation of highlights to help communicate mission impact.
• Coordinate schedules/calendars, generate minutes, and document and track action items. As directed, the Contractor shall provide documentation and action tracking assistance for Sponsor meetings with stakeholders external to the Sponsor.
• Support the department as the Timekeeper.
• Support the management, planning, and organizing of activities to accomplish program cost, schedule, technical, and mission objectives; and provide assistance with the creation of SOPs for Department administrative activities.
• Track email correspondence ensuring accurate and timely responses to include engagements with Sponsor and IC partners, as needed.
• Schedule and facilitate meetings when requested.
• Coordinate conference room scheduling.
• Coordinate the management of the department to include space assignments, on-boarding, facilities logistics and management, phone trees, supplies, and vaults and system accesses.
• Plan and coordinate non-standard executive level engagements (i.e. all hands offsites, department overviews, tours, etc.).
• Understand and help coordinate budget reporting needs following government requirements and standards.
• Track the department’s unfunded r