Senior Administrative Operations Specialist; LCAT: Operations – Senior

Location: Pentagon (Hybrid: Onsite and Telework)

Clearance: TS/SCI

Education: MA/MS (or a BA/BS plus an additional 8 years of work experience, 4 of which must be work related)

• Formally track all tasks, to include: assigned by, suspense, status, and comments on all assigned tasks through completion and be prepared to brief upon request.
• Develop/produce high quality documents/correspondence in support of SAF/OC senior leadership.
• Develop digital continuity folders and files that include standard operating procedures, workflows and POC lists to accomplish all tasks.
• Create 2-3 products beyond the client’s requirements that positively impact the client to either increase efficiency, effectiveness, or innovation.
• Master position tasks within 60 days and exceed requirements within 90 days.

The Senior Administrative Operations Specialist provides experienced administrative support to the Secretary of the Air Force, Integration Capabilities Office (SAF/IC) and its senior leadership. The Senior Administrative Operations Specialist plays a pivotal role in supporting comprehensive office management in support of SAF/IC and its senior leadership. This position fosters effective communication and coordination with directorates, programs, stakeholders, and activities within and external to SAF/IC to ensure the successful execution of Senior Executive engagements and activities.

The Senior Administrative Operations Specialist plans and executes senior leader engagements, leveraging their individual skill in project management, stakeholder analysis, communication planning, knowledge management and administrative skills. Per PWS section 1.3.10.2 Administrative Assistance, and PWS section 1.3.1.4 Strategy and Engagement Analysis, Planning and Support, specific responsibilities include but are not limited to:

• Provide experienced office management support for a team of fifteen.
• Coordinate with and Assist the Executive Officer (XO) with SAF/IC senior leader support, internal and external schedules, engagements, and activities/battle rhythm when needed.
• Support continuous improvement of processes and administrative tasks, such as using project management software (e.g., Excel, Microsoft Teams, Word, One Drive, One Note, Outlook, PowerPoint, & Project), virtual assistants, Generative AI tools and other automation tools.
• Maintain files, records, databases according to departmental policies and procedures.
• Organize and maintain digital files and records, ensuring easy access and retrieval when needed.
• Support implementation and sustainment of cloud-based document sharing and collaboration tools for efficient document management.
• Update and maintain office procedures to ensure effective and efficient operations.
• Analyze, evaluate, document, and coordinate various administrative processes and other related matters such as correspondence management, records management, leave administration, communications, organizational changes, changes in delegations etc.
• Prepare a variety of correspondence and other written material with little oversight. Keeps abreast of current and proposed policies and procedures, orders, handbooks, etc.
• Review executive level documents for content, grammar/spelling, clarity, syntax, format, before final coordination w/SAF/IC senior leaders (Dir/Dep Dir); targeted audience often most senior levels of DoD/Government.
• Adopt theuseofgovernment provided
  
  Generative
  
  AI tools on a day-to-day basis to accelerate research, documentation, analysis,planning,reporting, and problem solving.
  
  Make recommendations on process improvements and practices that improve quality,speedand/or efficiency.
• Provide support in SAF/IC) processes, organization development and develop engagement plans that impact resourcing support from SAF/IC stakeholders and customers.
• Fill in for the Contractor Executive Officer SME on occasion to provide Executive Support coverage in times of absence and provide support to the wider contractor team of administrative support when needed.

The candidate must have the following qualifications:

• Minimum of ten (10) years of work-related experience.
• Of those years, a minimum of six (6) years of work-related experience working in support of a DoD component, to include administration, engagement, and administration.
• Experience working with ETMS2 is required, but if contractor personnel do not have this experience, they must complete ETMS2 and Action Officer (AO) training within 60 calendar days after start in the position (or next available class).
• Strong organizational and multitasking skills.
• Discretion and ability to handle sensitive information with professionalism.
• Exceptional communication, both written and verbal with meticulous attention to detail.
• Excellent interpersonal and customer service skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient in coordinating video and audio conference calls, working with TEAMS, and Microsoft Office Suite.

The following…