The Sponsor Division offers a dynamic blend of analysis, targeting, and mitigation techniques to combat the ever-evolving puzzle within Identity Intelligence. The Administrative Assistant (AA) -Ill shall work with Division partners including other divisions. the Sponsor Directorate, Mission Centers, other Directorates, and OGAs. Analysts in the division use applications, systems, and engineered tools from mission centers and other divisions to deliver analysis on current and future Identity-centric Tradecraft challenges and mission needs for both the Sponsor and the Sponsor Community. The AA-Ill shall support a Front Office environment in a fast-paced, action oriented setting in the division. AA-Ill will interact with all components of the division and office. The division consists of 4 branches spread across multiple buildings in the WMA. the division consists of 31 Staff officers and ~79 contractors. The AA-Ill shall support division leadership, which consists of a Chief & a Deputy Chief. The branch chiefs are split between two buildings in Chantilly. The location of the AA-Ill will be Chantilly in collaboration with the System lntergrator (SI) for the division.
The AA-Ill should expect a high level of autonomy with some authority and is required to interact with division leadership, office leadership as well as their Administrative Support personnel. The AA-Ill shall be effective in both verbal and written skills, to include Word and PowerPoint, in order to both convey and answer requests and actions. The AA-Ill shall follow our core hours of 9am-3pm, no off hours outside of 8am-5pm expected. While there is no expectation to work beyond 1860hrs/annually, requests can be made on a case-by-case basis. The AA-Ill should expect minimal lifting or requirements to be moving or to be on their feet. The AA-Ill will have a permanent desk, but may have to travel on occasion to other locations across the WMA using their POV. The AA-Ill may assist division senior staff to obtain Gov vehicle.
No certifications are required but certifications on any enterprise systems would be desired. The AA-Ill shall use key systems to include Microsoft Office Suite, SharePoint, Sponsor Access Request System, Sponsor Collaboration Tool and Sponsor Action Tool. The AA-Ill shall have Intermediate Skills with MS Word and PowerPoint and Basic Skills with MS Excel and be familiar with the rest of the suite. Due to an ongoing Directorate Re-Org, it is highly desired that the AA-Ill be proficient with the Sponsor workflow systems to include SharePoint, Sponsor Access Request system, Sponsor Collaboration tool and Sponsor Action Tracking Tool. The AA-Ill could receive OTJ training should a new tool be required for any job duties. AA should be wiling/take the initiative to learn systems that they are not familiar with.
AA-Ill shall assist in the organization and logistics of standing department meeting as well as ad hoc/occasional meetings with both internal and external partners. Such meetings include weekly department leadership meetings and monthly engineering review boards. Some meetings may also be at the Department level. The AA-Ill shall collaborate with the person/group calling the meeting to ensure the invitees are accurate. AA-Ill shall coordinate meetings to include scheduling appropriate rooms for attendance and ensuring invitees have the correct access and transportation to attend. In addition, the AA-Ill shall be responsible, in coordination with personnel in other buildings, to ensure meeting rooms are open/closed when needed. AA-Ill shall attend meetings at the request of department leadership and may be required to prepare read aheads for attendees. In addition, the AAIll may be required to take notes during the meetings and send out summaries as a follow-up to include actions that may have been determined during meetings. The AA-Ill shall create the occasional panel and/or bi-weekly Career Management Board books.
The AA-Ill shall contribute to the development and maintenance of onboarding and offboarding Standard Operating Procedures (SOPs). In addition, the AA-Ill will perform those processes unless there are dependencies outside the AA-Ill scope. The AA-Ill shall maintain the accuracy of email groups, user accounts, office rosters and phone trees. The AA-Ill shall create and maintain the department organization chart. The AA-Ill shall have Sponsor Time system timekeeper duties as well. The AA-Ill shall assist with the logistics of visitors coming to a department space to include escorting uncleared visitors. They shall keep vault tenants aware when non-cleared people are present. The AA-Ill shall keep vault tenants informed of any activities affecting department spaces such as window washing, carpet cleaning, etc. and assist in preparation of the vault for such activities. The AA-Ill shall keep the vault in compliance with safety measures and notifications.
The AA-Ill shall assign and track acltons. to include Sponsor Action Tool Acltons. and tasks to the appropriate components within the department and ensure deadlines for actions/tasks are met With direction from staff, the AA-Ill shall compile, create and provide metrics related to business scope of the department. The AA-Ill shall ensure documents from the front office are reviewed for accuracy before dissemination. The AA-Ill will support and lead the planning of department events to include award ceremonies, all-hands, meetings and conferences in collaboration with other department front office personnel. The AA-Ill will manage the booking and opening/closing of shared conference rooms in coordination with other components sharing the rooms. The AA-Ill shall review, prioritize and distribute mail to the appropriate components within the department. Preparation of briefing books for Career Service Panels, Selection Panels/Interviews, and other actions involving personnel file reviews
The AA-Ill shall assist in managing the Department Leadership Calendar consisting of both meetings and leave schedules. In addition the AA-Ill will have access to department leadership's calendars. AA-Ill shall spend a significant portion of time scheduling/de-conflicting calendars of Department leadership (3) and their branch management staff (4) to attend weekly and ad-hoc meetings via multiple locations across the WMA. AA-Ill shall triage requests for meetings according to defined customer importance and proactively incorporate travel time between locations to ensure leadership and staff have built in travel time where applicable. Will attempt to schedule meetings in proximity to leadership's current location for the day to minimize travel. The AA-Ill shall maintain and assist in scheduling Department leadership's calendars.
The AA-Ill shall assist with the oversight, accounting and ordering of office supplies. The AA-Ill shall assist and coordinate with office level front office Chief of Staff with renovations/moves impacting department spaces. The AA-Ill shall arrange for the repair of office equipment to include submitting tickets and requests through the appropriate channels and coordinating installation/upgrade/fixes to equipment. This requirement includes sending notices out to affected parties. AA-Ill may be required to assist Office Level FO and/or other Divisions when there is an absence of administrative support personnel temporarily.
AA-Ill shall be the steward of department documents and the organization and archival of documents on department leadership preferred method such as SharePoint or Sponsor Tools AA-Ill shall draft correspondence for review and be given recipients for sending. AA-Ill shall develop and maintain front office Standard Operating Procedures such as onboarding/off boarding of personnel.
AA-Ill shall independently complete Sponsor Travel Database requests for department senior managers and follow through that the travel request goes through to ensure the seniors get ticketed well in advance of their trip. The AA-Ill will follow through that all travel requirements (such as informational internal communications language, travel documents up to date, medical clearances passed, training required) are met. The frequency of travel for personnel is dependent upon mission needs. The majority is CONUS but does not exclude OCONUS travel. For OCONUS travel. The AA-Ill shall assist with visa/passport requirements. AA-Ill shall require assistance in coordinating any travel concerns that may ,occur with office leadership. AA-Ill shall assist with any documentation and accounting both before and after travel such as scanning in receipts or submitting initial travel requests.
The AA-Ill shall support end to end planning and implementation of office level events such as the hosting of training, All Hands, official events, and offsites. As part of a team, the AA-Ill shall attend meetings to coordinate events including tasks such as sending calendar invites, preparing flyers, tracking an RSVP list. Other duties may include coordinating presenters/speakers for any events and preparing any material to aid the presenters and/or attendees. The AA-Ill shall be responsible for booking space onsite or offsite for events to include booking conference rooms for appropriate size of event. The AA-Ill may be required to assist with food services at events to include the pick up and disposal of food. In addition, the AA-Ill may be required to assist with the preparation of events to include decorating, set up and clean up of events.
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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.