Administrative Assistant III TS/SCI w/ poly

Clearance Level
Top Secret SCI + Polygraph
Chantilly, Virginia

REQ#: RQ71563

Travel Required: None
Requisition Type: Regular

The Sponsor department offers a dynamic blend of engineering, system/software development, threat analysis and mitigation methods.
The AA-Ill shall work with Division partners including other departments, Directorates, Mission Centers, OGA's. We develop, cultivate and deliver system-engineering solutions to match both current and future challenges and mission needs for both the Sponsor Organization and the Sponsor Community.
The AA-Ill shall support a Front Office environment in a fast-paced, action oriented setting in the department.
The AA-Ill should expect a high level of autonomy with some authority and is required to interact with department leadership, and other office leadership as well as their MSA's and Si's.
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 0900 - 1500 and may need to attend morning standups. 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 in Chantilly but may have to travel on occasion to other locations across the WMA using their POV. The AA-Ill may assist department 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 MS Excel (Basic), MS Word and PowerPoint (Intermediate) SharePoint, Sponsor Access Request System, Sponsor Collaboration tool, and Sponsor Action tool.
The AA-Ill shall be proficient in Microsoft Office, with emphasis on Word, PowerPoint and Excel and familiar with the rest of the suite. The AA-Ill is highly desired to be proficient with the Sponsor workflow systems to include SharePoint, Sponsor Access Request System, Sponsor Collaboration tool, and Sponsor Action tool.
The AA-Ill could receive on the job training should a new tool be required for any job duties.    
The AA-Ill shall contribute to the development and maintenance of onboarding and off boarding 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 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 actions, to include Sponsor Action Tool Actions, and tasks to the appropriate components with in the department and ensure deadlines for actions/tasks are met. In addition, 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.
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 and 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 the department leadership's calendars.
AA-Ill shall assist in the organization and logistics of standing department meetings 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 across sponsor buildings 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 preparation books.
The AA-Ill shall assist with the oversight, accounting and ordering of office supplies. The AA-Ill shall assist and coordinate with 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 front office and/or divisions when there is an absence of SI or MSA support 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 collaboration system.
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/offboarding 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 cable 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-III shall require assistance in the coordination of any cover concerns that may occur with department leadership traveling.  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.

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.