Administrative Management Specialist

Summary

The Administrative Management Specialist 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.

Duties

• 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. 

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 ad