The sponsor office desires a candidate with a record of success working as an Administrative Assistant in other busy sponsor offices and who has strong organizational skills, attention to detail and eagerness to learn. We envision the candidate being an integral part of the front office who is able to work independently in a dynamic environment. The candidate will be required to communicate effectively and professionally in emails and on the phone. They will work "behind the as well as interact directly with customers inside and outside the sponsor scenes" organization. Office core hours are 0900-1500, with the additional two hours either before 0900 or after 1500. It would be unusual for the AA to work beyond a standard eight hour work day, and travel to other buildings or locations is not expected. Overall, the front office envisions an AA who has experience in the following: (a) onboarding new staff officers and trainees; (b) submitting, tracking, and up-to-date trouble-shooting group email access addresses; requests (d) in the maintaining sponsor up-to-date request office system; (c) rosters and maintaining phone lists; (e) updating websites with staffing and contact information; (f) maintaining accurate staffing tables and charts that include arrival date, departure date, and replacement; (g) vault access custodian.
Ability to effectively navigate and leverage the following systems: (a) sponsor access request system (b) sponsor internal communication system; (c) Microsoft Outlook calendar function; (d) sponsor reporting/viewing System; (e) Lotus Notes applications; (f) sponsor clearance application; (g) sponsor records system. Experience with Excel and PowerPoint are preferred. Staffing charts currently are organized on Excel spreadsheets, and updating these lists are a priority function for the AA. The office requires a proficient user upon arrival for the sponsor access request system, sponsor internal communication system, Outlook calendar function. Previous experience with or exposure to the other systems listed above is desired but not required; but the successful candidate should be willing to learn and use these systems. Responds to access requests that will be submitted via email including ability to evaluate whether the requestor meets the standards for access. Training will be provided on how to evaluate requests for access. The AA will be one of three access control officers for the office and would perform majority of the work.
The candidate will be responsible for onboarding and out processing arriving and departing collection management officers to the office, as well as the groups of career service trainees who rotate in and out of the office periodically throughout the year. Onboarding includes submitting and tracking access requests and provide guidance on how officers submit access requests through the sponsor records system. The candidate will work with the front office to maintain and update duty assignments of all officers (staff and contractors) assigned to the office.
The Administrative Assistant Ill will handle meetings and appointments for leadership as requested on a daily basis; most of the time, these meetings would be internal to sponsor organization and to the mission center. On occasion, arranging meetings with senior visitors from other agencies could be required. The candidate also will be asked to arrange meetings for the entire mission center complement, which is approximately 60 officers in the McLean office. This task is anticipated to comprise 20 percent of the candidate's work day. The candidate is responsible for managing the group calendar of the immediate branch, the chief of the branch, and the group calendar for the branch members who are dispersed across the center. The AA will also schedule appointments both periodic and ad hoc for the branch leadership, and will help to prioritize, schedule, or reschedule the chiefs and deputies' daily calendars.
Correspondence and records management will be required when the candidate performs tasks as the sponsor reporting/viewing system control officer for the mission center. Previous experience as a control officer is desired but not required; training and certification will be provided. This task comprises about 25 percent of the workday. The candidate will have read-access to the branch chiefs emails. The candidate will also maintain and update the branch's files, both hardcopy and softcopy. Gain a thorough understanding of the branch's records, both current and historical, to support tasking's in a most expeditious manner.
The candidate will schedule meetings but would not be needed to prepare other prep or briefing material. The majority of meetings scheduled would be internal to sponsor, would not involve facilitating access requests, and would not require note-taking or minutes to be recorded. Meeting location generally would be in the office of the leadership; occasionally, the candidate might need to find a conference or meeting room.
On occasion, the candidate will be required to support planning of all hands and conferences. This includes securing a venue, inviting participants, tracking responses, arranging refreshments. Such meetings or conferences would take place annually (at most).
Placing orders for office supplies would occur on an ad hoc basis. The candidate will be expected to contact the appropriate sponsor components when general maintenance or service is required for IT systems, computer equipment, air/ventilation, furniture, or other general support.
The candidate will work with mission center collection management officers to reserve appropriate venues for periodic training sessions on an ad hoc basis and track attendance.
As needed; currently, very limited travel is envisioned for leadership. When travel is needed, the candidate will be responsible for creating end-to-end, world-wide travel arrangements (initial reservations to processing travel vouchers). The contractor will be responsible for ensuring members of the branch hold the appropriate passports and visas for international travel.
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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.