The AA will operate in an office and team environment, interacting with management, working-level personnel, and customers on a daily basis. The AA will also require the ability to work autonomously, executing daily office functions and proactively taking action on a wide range of general activities falling within the position's responsibilities. Duties will focus on Division level but may be required on a periodic basis to provide support to personnel at the Department level. The AA should work during core hours of approximately 0800-1630. The AA should be able to do light physical work such as storing/organizing supplies, collecting and removing material bags, etc. Minimal POV travel is anticipated. AA should be permitted to operate government vehicle.
An Administrative Assistant Level 3 is expected to be a professional, competent, and experienced officer. The AA will interact daily with work unit managers and frequently with Front Office staff, therefore the AA should be self aware, composed, and prepared to work in a fast paced office environment. The AA should be able to adjust quickly to changing situations and able to provide strong support during tense and rapidly evolving conditions without breaking stride. The AA should possess strong writing and personal communication skills. Intermediate Skills with MS Word and PowerPoint. Basic MS Excel Skills with the ability to learn additional MS Excel skills. The AA should have experience, or the ability to quickly become familiar with internal Sponsor systems (such as familiarity with the Sponsor network, Sponsor Access Request system, Sponsor Supply System, Sponsor Voucher System, and Sponsor Travel system as the ability to use these applications is strongly desired. Refresher training will be provided, as necessary, but a Level 3 AA should be a self starter, who is ready to work on day one.
The AA will build and maintain an appointment schedule (calendar) to coordinate meetings, and follow-up on requirements bringing them to completion for the manager or others in both work units. The AA will work with organization partners to schedule and deconflict large meetings, demonstrations, and conferences. Priority will be given to hosted events, such as a bi-monthly Information Technology (IT) accreditation board meetings, which usually involve 8 to12 invitees. This position includes short-fused rescheduling of meetings, demos, and other functions due to rescheduling or cancellations of the IT board meeting. The AA is responsible to coordinate and notify all invitees of these changes. The AA will also proactively track and monitor scheduled bimonthly IT accreditation partners to coordinate any supporting requirements such as briefings, or computer access for presentations, as needed.
The AA will maintain a schedule of appointments and monitor telephones for work unit management which will consist of two Department Front Offices totaling 4 managers. The AA will build and maintain an appointment schedule (calendar), coordinate meetings, and follow-up on requirements for these 4 managers. The approximate amount of time spent on calendars will be 5% per person for a total of 20%. The AA will have authority to add or remove invitees from group calendar invites for recurring standing customer meetings as well as coordinate, add/remove large event invites for both work units.
The AA is expected to serve as an Action Officer or focal point, taking ownership in providing end-to-end support to a process or program. This includes follow-up, tracking, monitoring, coordination through multiple levels, and bringing the process/program to completion. The AA will track and monitor external taskings received by these work units and is expected to bring short fuse or high priority taskings to the attention of the appropriate work unit supervisor. The AA also will proactively track and monitor scheduled bimonthly Directorate accreditation partners to coordinate any supporting requirements such as briefings, or computer access for presentations.
The AA will not have a specific Personnel Management role, however the AA will be asked to coordinate appointments for a work unit (group), by maintaining the work unit (group) office calendar. The AA will be primarily focused toward support to Sponsor Office customer outreach activities and facilitation of work unit functions, such as briefings, presentations, and meetings. The AA will track and monitor work unit appointments and other commitments.
The AA will arrange travel, coordinate itineraries, and otherwise support travel for work unit managers and staff, including passport and visa requirements. In this role, the AA will coordinate travel using the Sponsor internal travel system for approximately 6 to 8 temporary duty assignments (TDYs) annually. The AA must become knowledgeable with the Sponsor Travel system to set up travel itineraries, and to request flight and hotel reservations. The AA will prepare and monitor itineraries, make changes to travel arrangements, and notify the travelers of the alternate plans as appropriate. Once the travel is completed, the AA must be able to transpose travel information and receipts from office personnel into the Sponsor voucher system in order to process travel expenses for payment.
The AA will not have a specific Records Management function. The AA will be asked to maintain, track, monitor, coordinate, and retrieve important office correspondence, such as email traffic, memorandums, official taskings, and other announcements for each work unit management team in support of work unit duties. The AA should be able to give an accurate accounting of the work unit office functions, in order to keep the work unit management of 4 managers aware of any possible delay or deficiency.
The AA will not have a specific Registrar role. The AA is not responsible to provide or conduct training. The AA may be asked to provide support to work unit events such as large meetings, conferences, and presentations. The AA should coordinate with the Support office to make reservations and other arrangements, as necessary.
The AA will not have a specific Office Support role, although the AA will be asked to place orders for office supplies, as needed, therefore prior experience, knowledge, and familiarity with the Sponsor Supply System is encouraged. The AA will not be responsible for inventory nor maintenance of IT or office equipment. The AA will coordinate with the Support office to seek assistance with large, expensive, or complicated orders of supplies and maintenance of equipment.
We are GDIT. The people supporting some of the most complex government, defense, and intelligence projects across the country. We deliver. Bringing the expertise needed to understand and advance critical missions. We transform. Shifting the ways clients invest in, integrate, and innovate technology solutions. We ensure today is safe and tomorrow is smarter. We are there. On the ground, beside our clients, in the lab, and everywhere in between. Offering the technology transformations, strategy, and mission services needed to get the job done.
GDIT is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other protected class.