The Administrative Assistant candidate must be able to travel weekly between Fairfax and Chantilly offices to support language testing of candidates through their respective systems. Must keep teams aware of activities with scheduling tests for language students. Candidate might work with other government agencies to schedule tests when the team testing schedule is full. Valid driver's license is needed. Officer does not schedule travel or process travel requests. Monthly travel to Chantilly (-15 miles) in support of hiring event responsibilities as it relates to language testing for new hires and onboarding. There are currently two AA positions within the office. Each position will be required to cross-train and provide back up to the other AA duties. All AA positions will be required to perform some or all of the duties listed. Candidate must be able to work in a fast-paced environment, juggling multiple tasks and responsibilities at the same time, while also responding to immediate customer inquiries. Candidate must be a "people person" and possess verbal and written communication skills, including proper grammar and sentence structure sufficient to compose and deliver responses to customers' routine questions in a clear and concise manner. Must have pleasant demeanor in order to speak to customers on the phone. Candidate must demonstrate assertiveness in managing the work/process flow and possess a high degree of organization and prioritization skills to manage competing demands. Candidate must be available during core hours 8:00 - 3:00. There may be occasional additional hours beyond 1860, but these instances are rare (once or twice a year, if at all). Ability to become familiar with sponsor regulations and policies. Duties do not require extensive lifting/moving or the candidate to remain on their feet. The AA should arrive proficient in Microsoft Office (Word, Excel, PowerPoint), and have familiarity with Outlook. Working knowledge of internal access software and training software is desired, but not required. Candidate must be proficient in Microsoft Outlook to compose and send emails, Word to create documents and Excel in order to create basic spreadsheets.
Management of the testing schedule process is required. AA will receive access to the appropriate calendars and applications, such as the language software, as needed. Management of scheduling testing requirements are complex in that several options are available for internal and external testing, and are decided upon based on examinee requirements, availability of resources and timeframe of requested test. This is the bulk of the responsibility for the AA that supports this position. This position requires the individual to be well organized, to coordinate with the testee, testers, members of the team, and training officers. To schedule tests also requires knowing testing policy and standards, looking up the testee's past test history to see if they are eligible to test and if necessary may involve processing waivers. The candidate will have to have research skills in order to perform the scheduling duties.
The AA will be responsible for end-to-end management of testing requirements (scheduling, emails, communication), and deconflict schedules as necessary. The workflow includes receiving requests via the language software, deconflicting language, timeslot, room availability or even internal availability, then seeking external testing, if required and deconflicting those resources as well.
The Administrative Assistant II will draft, coordinate and respond to emails in support/response to test scheduling requests; ad hoc emails as necessary (pre-test questions, etc.) This position also requires informal coordination via telephone and chat with examinees, training officers and other group focal points. Candidate will develop a system that works for them of tracking and scheduling the test requests as the process is complex.
The AA will be the main point of contact for internal and external testing requirements. Candidate will be responsible for updating our language software with relevant foreign language testing details and information (test scheduling, test scores, test cancellations, etc.) Candidate shall keep management, their testing center colleagues, and customers informed of any issues or important matters related to foreign language testing.
The candidate may also be called upon to conduct weekly administrative/informational briefings to all officers attending foreign language tests. These briefings may be in Chantilly. Candidate will also be expected to attend meetings in support of the team as required.
The candidate will be responsible for transportaion of supplies in support of testing for hiring events. IT equipment must be transported appropriately via lock bags between locations.
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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.