Administrative Office Manager

Description

The Administrative Office Manager will independently perform a wide range of functions and tasks in a fast paced, multi-function Program Management Office (PMO). This position requires vision, critical thinking, organization, leadership, and proficiency in developing, explaining, and supporting policy implementation. The skill of problem identification, analysis, and resolution is central to the effective conduct of activities. A minimum of 3 years’ relevant experience required. Bachelor’s degree in any related field is a plus.

Daily responsibilities may include:

• Gathering, inputting, and retrieving electronic data in support of the Program Document Controls protocols (this could include downloading documents from Kahua and supporting the PEs in RFI and submittal processes), maintaining files and folders

• Initiating system requests and coordinating responses

• Researching and analyzing information and data to prepare reports, presentations, and papers

• Scheduling and coordinating meetings, calendars, and events

• Preparing routine correspondence in accordance with government standards

• Facilitating program review meetings

• Take minutes in / for program meetings

• Ordering supplies and maintaining inventory for PMO

• Coordinating with Project Managers (PMs), Inspectors and PMO to collect and update input for contract deliverables

• Coordination with PMO and subcontract teams regarding incoming resources (charge codes changes and set up and CLIN changes)

• Communications with partner companies

• Setting up interviews with partner candidates and PMs

• Sending new hire reporting instructions and coordinating program new hire orientation and workspace set up and onboarding in the PMO

• Security clearance paperwork coordination, scanning, emailing

• Other administrative duties as assigned

Requirements

Required Skills :

• Bachelor’s Degree with 3 years’ relevant experience

• Critical thinking

• Proven track record working in fast-paced environments and successfully managing multiple projects at a time within required timeframes

• Experience providing general or specialized administrative support to various offices and programs

• The ability to communicate and collaborate effectively with multidisciplinary

teams • Experience in documentation planning and support, project administration, program management support, scheduling, records, and data input

• Proficiency in writing, editing, and proofreading

• The ability to research and extract relevant data

• Proficiency in Microsoft Office products (Outlook, Word, and Excel, and Microsoft Teams, PowerPoint, Bluebeam, and Vizio would be a plus)

• Ability to work independently and be a team player

• Ability to work on site in program job site office 7:00AM – 4:00PM with some flexibility, as needed

• Experience supporting the government is a plus

Preferred Education, Experience, & Skills

• Experience working on Federal programs and an understanding of Federal internal policies and procedures

• Familiarity with Federal program review requirements

• Familiarity with staffing and subcontracting processes

• Familiarity with IT and engineering contract support