Admin Assistant Executive -( Secret Clearance Required) - 25960 in Washington, DC at Alion Science and Technology

Date Posted: 6/23/2018

Job Snapshot

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Job Description


Position Summary

Front-office administrative and operational support for SEA 05Z5, the critical path element for Navy’s most important acquisition program – the COLUMBIA Class Ballistic Missile Submarine Program.  SEA 05Z5 is working on the design, testing, and acquisition of the integrated power system, which includes the electrical distribution and propulsion systems.

Provides high level secretarial and administrative support for the organization’s director, deputy director and technical director, requiring discretion, confidentiality, a good understanding of technical and business vocabulary, and a detailed knowledge of the organization’s operations, procedures and people.

This position would facilitate scheduling, proofreading, document courier services, contractor personnel in-processing, and various administrative support to ensure a smooth-running operation.

The incumbent works with program engineers to facilitate design and procedure approval as well as to development procurement strategies to effectively meet program needs in accordance with cost, schedule, and technical requirements.

Act as Alion’s lead administrative representative in the customer spaces to facilitate communication and effective operational execution.  Collate and proofread Alion monthly reports for dissemination.

Duties and Responsibilities          

Develops procurement initiation documentation, including request memoranda, Statements of Work, supply lists, personnel qualifications, justifications, and modifications.

Drafts correspondence and prepares presentations and graphics.

Prepares paperwork and forms relating to the business using knowledge of policies and procedures.

Verifies paid invoices against purchase orders and cost summary sheets and monitors departmental spending against budget.

Maintains records, information, data and statistic on department activities and may monitor project schedules for management.

Receives, processes and maintains documents such as time records, travel, invoices and purchase orders.

Prepares reports from spreadsheets and databases.

Adheres to administrative procedures and makes recommendations to improve efficiency.

Advises managers and staff on proper procedures and policies.

Represents the department on administrative matters both internally and externally.

Performs additional duties and responsibilities as assigned.

Supports customers in the analysis and improvement of acquisition process policy and procedures.

Prepares documentation, reports, and project plans to describe activities planned and accomplished, status reports, letters, memoranda, messages, and contact reports.

Prepares and may assist in presenting formal briefings and staff seminars.  Gather, compile, verify and analyze information for the executive’s use in documents such as memos, letters, reports, speeches, presentations and other matters of significance.

Plans and coordinates complex and important projects and logistical details to ensure smooth operation of the department.

Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets.

Interacts with internal and external stakeholders involving planning and preparation of communications, events or projects.

Maintains records, information, data and statistic on department activities and monitors project schedules for management.

Works on problems of diverse scope where analysis of data requires evaluation of identifiable factors. 

Exercises judgement with generally defined policies and practices in selecting methods and techniques for obtaining solutions.

Receives, processes and maintains documents such as time records, travel, invoices and purchase orders.

Responsible for preparing weekly and monthly reports involving research and data collection.

Oversees administrative procedures and makes recommendations to improve efficiency.

Advises managers and staff on proper administrative procedures and policies

Represents the department on administrative matters, both internally and externally.

Attends meetings with executives and prepares minutes.

Performs tasks using independent judgement and discretion while maintaining confidential information.

May instruct or coach other administrative personnel.

Performs additional duties and responsibilities as assigned.

Education and Experience

Associate's Degree in a related discipline, or the equivalent combination of education, training, or work experience and at least 10 years related experience.

Educational requirements may be adjusted or waived for more than 12 years applicable work experience. Work experience may be adjusted for highly specialized knowledge or uniquely applicable experience.

Experience in providing administrative support of NAVSEA programs and a general understanding of the Naval Sea Systems contracting environment relating to technical, scientific and analytic services, and identification of new business opportunities is desired.

A FINAL SECRET security clearance is required for consideration.

Knowledge, Skills, Abilities:

Superb Customer Service

Excellent communication, organization and interpersonal skills.

Excellent grammar, punctuation, spelling and proofreading skills.

Excellent word processing skills and strong proficiency in Microsoft applications.

Ability to use discretion and maintain confidential information.

Ability to represent the executive and company with high professionalism.

Diversity Statement

Women, minorities, individuals with disabilities and veterans are encouraged to apply.  Alion will provide a reasonable accommodation to individuals with disabilities and disabled veterans who need assistance to apply.  Please visit the Alion Careers site for more information

U.S. Citizenship Required.

Next Steps

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