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Administrative Manager - 26347 in Alexandria, VA at Alion Science and Technology

Date Posted: 12/28/2018

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Job Description


The selected candidate provides executive level administrative support and quality customer services for the Office of the Under Secretary of Defense for Research and Engineering (OUSD(R&E)). The candidate will manage the day-to-day operations of the office of the Principal Deputy (PD) of OUSD(R&E). The candidate must be comfortable working with senior executives in a fast-paced senior environment.

Duties and Responsibilities

Manage and maintain the complex calendars and schedules of OUSD(R&E) senior personnel, and resolve conflicting priorities and orchestrate changes to the calendar, as required, that may include coordination, verification, and scheduling of meetings with senior government personnel, congressional members and staff, industry, and academia personnel.

Answer the telephone, take messages, and/or refer calls to other individuals, as appropriate, within the OUSD(R&E) organization.

Plan, coordinate, and confirm logistical support (transportation, badges, security clearance paperwork, audiovisual support, etc.) for meetings held in conjunction with the PDUSD(R&E) activities.

Escort, greet, and provide information supporting visits to the PDUSD(R&E).

Receive, coordinate, and respond to invitations received by the PDUSD(R&E).

Provide a daily read ahead book with information for the next day and next week activities for the PDUSD(R&E) prior to the end of the duty day.

Coordinate office administrative functions including office security administration, processing security clearances, and visit requests for PDUSD(R&E) personnel and visitors, scheduling office events and ordering supplies.

Maintain the Front Office space so that it is presentable, as appropriate, for a Principal Deputy Under Secretary of Defense.

Perform administrative and logistic tasks in support of U.S. and international travel by the PDUSD(R&E) staff including all travel and logistical arrangements:

In accordance with the Defense Travel System (DTS) and OUSD(R&E) guidelines, create and amend, as appropriate, authorizations (orders), and vouchers (local and non-local) in DTS;

Prepare trip books for delivery 24 hours prior to departure. Trip books should include agenda, orders, transportation and accommodation reservation information, meeting/logistics points of contact, meeting materials, and other supporting information, as required.

Submit travel vouchers no later than five days after client return from travel; and

For special travel situations, such as permissive temporary duty, and certain trips funded by other organizations, prepare the appropriate documentation and authorization in DTS.

For international travel (in addition to the above):

Prepare country clearances;

Establish host country points of contact to include embassy financial administrators and overall logistical support;

Coordinate with the U.S. Embassy (as appropriate) and organize all meetings, in-country logistics, flight, hotel, and rental car reservations;

Prepare travel vouchers/travel claims submittals;

Coordinate of all communication equipment; and

Draft reports and thank you correspondence.

As required, identify the official protocols/procedures for the destination country; acquire the appropriate official gifts; prepare read ahead materials; and meeting documentation.

Education and Experience

Bachelor’s degree from an accredited college or university. At the discretion of the Government, specialized experience (e.g. military or industry executive assistant experience) can substitute in lieu of specific educational requirements.

Must possess a minimum of five years’ experience of experience.

Highly preferred experience and skills in:

Providing Executive Level Administrative Assistant support to high-ranking Federal Government Senior Executive or DoD Flag/General Officers.

Operating the Defense Travel System (DTS). 

Operating Microsoft Suite (e.g. Outlook, Word, Excel, and PowerPoint).

Must possess a Top Secret Clearance, with the ability to obtain and maintain SCI. Individuals with a DCID 6/4 eligibility within the last five years are highly desired.

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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