Administrative Management Specialist

Description

T3W Business Solutions, Inc. is a Woman-Owned Small Business with Headquarters located in San Diego, CA. It is our mission to help our clients develop strategies to optimize their use of space and resources resulting in maximum benefits; we also deliver quality data and analysis to support our client’s daily facility operations, planning, and compliance programs. We are looking for an Administrative Management Specialist in Chesapeake, Virginia. 

Summary

Provide technical and professional requirements in support of the Center for Security Forces (CENSECFOR) training mission. Instructional, professional, management services, and associated support services to enable CENSECFOR to provide mission essential management support and training.

Responsibilities

• Assist with presentation, protocol, operational, or administrative tasks to support the CENSECFOR senior leadership. 
• Drafts and prepares, in proper format, correspondence, directives and various forms for signature and reviews for errors.
• Utilizes the full range of functions, including advanced processes, of one or more word processing software applications to produce medical, scientific or technical documents.
• 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.).
• Schedules in-house conferences and meetings in the local area and 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.
• 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.
• 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.

May also perform duties of Administrative Support Specialist, including:

• Review correspondence generated by Learning Activity staff to ensure that the contents are consistent with Navy policies and procedures, and that it contains all pertinent  information to avoid delays in processing.
• Administer the Site Mail Management Program, including picking up and dropping mail.
• Administer the Site Files and Records program.
• Create and prepare message traffic for review and release upon leadership approval. Receive and re-distribute incoming message traffic locally as appropriate.
• Prepare award packages for military/civilian personnel for submission to CENSECFOR.
• Prepare military retirement-related correspondence and official ceremonial paperwork.
• Manage the Check-In/Check-Out process for the activity. When appropriate, provide coordination with the respective headquarters staff (i.e., Government Travel Charge Card (GTCC)). 
• Conduct Site Indoctrination for new personnel. 
• Track and coordinate travel of personnel in coordination with CENSECFOR. 
• Prepare Navy and Marine Corps enlisted and officer fitness report.
• Fulfill Privacy Act Office Administrator responsibilities, including semi-annual audits.
• Function as the Activity’s alternate point of contact for the local Personnel Support Activity Detachment and/or Training Support Center Detachment.
• Set up classrooms and ensure that all classroom material