Administrative Assistant - Mobility

Applied Research Solutions; Oklahoma City (OK); On-site; USD 65,000 - 90,000; Full time

Job summary

Applied Research Solutions (ARS) is seeking a Senior Administrative Specialist to support the KC-46 WLC program at Tinker AFB. The role requires coordinating executive calendars, meetings, travel, records, and briefings while navigating DoD administrative processes.

Ideal candidates will have DoD program-office experience, strong organizational and communication skills, and an active Secret clearance. Background investigations are required for employment.

Qualifications

• Must be US Citizen.
• High school diploma or GED with at least 10 years of experience in the applicable profession, including at least five years of DoD experience.
• Possess an active Secret clearance.
• Senior-level administrative knowledge and the demonstrated ability to independently perform complex tasks and support high-visibility program-office operations.
• Experience with executive calendars, meeting coordination, task and suspense tracking, records management, travel processing, correspondence, and briefing support.
• Knowledge of DoD and Air Force administrative systems and processes, including SharePoint, AFRIMS, ERM, MICT, DTS, ATAAPS, or comparable tools.

Responsibilities

• Provide senior-level administrative support for the daily operations of the directorate, division, and KC-46 WLC program office.
• Coordinate with base facilities, personnel, security, computer support, foreign disclosure, foreign travel, public affairs, building management, and other external organizations.
• Manage executive calendars, schedules, meetings, video teleconferences, conference-room requirements, agendas, minutes, action items, and leadership taskings.
• Track cost, schedule, performance, milestones, Integrated Master Schedules, program reviews, Congressional taskings, and other suspenses.
• Prepare, edit, publish, and maintain program documentation, plans, directives, reports, briefings, correspondence, presentations, and decision-support materials.
• Produce visual aids, briefing charts, graphics, databases, spreadsheets, standardized forms, organizational charts, rosters, and recurring or ad hoc reports.
• Process nondisclosure agreements and appropriately access, store, handle, distribute, and control classified and competition-sensitive information.
• Serve as or support the EIM SharePoint Access Approver, ERM records custodian, and directorate information-management focal points.
• Maintain official file plans using AFRIMS or other approved systems; conduct records audits and coordinate the disposition of duplicate or obsolete data.
• Apply expert knowledge of AFRIMS and ERM structures to locate active and inactive physical and electronic records.
• Support organizational instructions, self-inspection checklists, MICT administration, corrective-action tracking, compliance inspections, operational readiness, and emergency-management activities.
• Prepare and review CONUS and OCONUS travel authorizations and vouchers and coordinate DTS, DTA, ODTA, training, receipt, and approval requirements.
• Verify administrative data in ATAAPS, DCPS, CSR, DTS, FARM, and in-processing and out-processing systems.
• Manage suspense tracking, provide status updates, assign actions, and ensure accurate and timely completion through applicable systems, including SOCCER.
• Support FOIA and Privacy Act requests, personnel in-processing and out-processing, staffing trackers, awards, decorations, recognition packages, and training-program activities.
• Manage classified and unclassified mail processes and assist with office supplies, equipment accountability, procurement coordination, and consumable inventory.
• Provide administrative support to management, financial, contracting, configuration, engineering, systems integration, logistics, FMS, pseudo-FMS, and Security Assistance activities.
• Other duties as assigned.

Skills

Calendar management

Meeting coordination

Records management

Travel processing

Briefing support

Communications

Education

High school diploma or GED

Tools

SharePoint

AFRIMS

ERM

MICT

DTS

ATAAPS

Job description

• Administrative Assistant
• Full-Time
• Requisition #: SENIO005131

Description

ARS is seeking a Senior Administrative Specialist to support the KC-46 WLC program at Tinker AFB.

Seeking an experienced Administrative Specialist to support daily operations for the KC-46 WLC program at Tinker AFB. The ideal candidate will independently coordinate executive calendars, meetings, taskers, records, travel, correspondence, briefings, training, inspections, and other program-office administrative activities. This role requires expert knowledge of DoD administrative processes, strong organizational and communication skills, and the ability to coordinate across Government, contractor, and external organizations. Candidate must possess an active Secret clearance.

Why Work with us?

Applied Research Solutions (ARS) is respected as a world-class provider of technically integrated solutions as we deliver premier talent and technology across our focused markets for unparalleled, continuous mission support.Awarded a Best Places to Work nominee since 2020, ARS recognizes that without our career-driven, loyal professionals, we would not be able to deliver state-of-the-art results for our mission partners. We firmly believe that prioritizing our employees is of the upmost importance. We provide a culture where our employees are challenged to meet their career goals and aspirations, while still obtaining a work/life balance. ARS employees are motivated through our industry competitive benefits package, our awards and recognition program, and personalized attention from ARS Senior Managers.

Responsibilities include:

• Provide senior-level administrative support for the daily operations of the directorate, division, and KC-46 WLC program office.
• Coordinate with base facilities, personnel, security, computer support, foreign disclosure, foreign travel, public affairs, building management, and other external organizations.
• Manage executive calendars, schedules, meetings, video teleconferences, conference-room requirements, agendas, minutes, action items, and leadership taskings.
• Track cost, schedule, performance, milestones, Integrated Master Schedules, program reviews, Congressional taskings, and other suspenses.
• Prepare, edit, publish, and maintain program documentation, plans, directives, reports, briefings, correspondence, presentations, and decision-support materials.
• Produce visual aids, briefing charts, graphics, databases, spreadsheets, standardized forms, organizational charts, rosters, and recurring or ad hoc reports.
• Process nondisclosure agreements and appropriately access, store, handle, distribute, and control classified and competition-sensitive information.
• Serve as or support the EIM SharePoint Access Approver, ERM records custodian, and directorate information-management focal points.
• Maintain official file plans using AFRIMS or other approved systems; conduct records audits and coordinate the disposition of duplicate or obsolete data.
• Apply expert knowledge of AFRIMS and ERM structures to locate active and inactive physical and electronic records.
• Support organizational instructions, self-inspection checklists, MICT administration, corrective-action tracking, compliance inspections, operational readiness, and emergency-management activities.
• Prepare and review CONUS and OCONUS travel authorizations and vouchers and coordinate DTS, DTA, ODTA, training, receipt, and approval requirements.
• Verify administrative data in ATAAPS, DCPS, CSR, DTS, FARM, and in-processing and out-processing systems.
• Manage suspense tracking, provide status updates, assign actions, and ensure accurate and timely completion through applicable systems, including SOCCER.
• Support FOIA and Privacy Act requests, personnel in-processing and out-processing, staffing trackers, awards, decorations, recognition packages, and training-program activities.
• Manage classified and unclassified mail processes and assist with office supplies, equipment accountability, procurement coordination, and consumable inventory.
• Provide administrative support to management, financial, contracting, configuration, engineering, systems integration, logistics, FMS, pseudo-FMS, and Security Assistance activities.
• Other duties as assigned.

Qualifications/ Technical Experience Requirements:

• Must be US Citizen
• High school diploma or GED with at least 10 years of experience in the applicable profession, including at least five years of DoD experience.
• Possess an active Secret clearance.
• Senior-level administrative knowledge and the demonstrated ability to independently perform complex tasks and support high-visibility program-office operations.
• Experience with executive calendars, meeting coordination, task and suspense tracking, records management, travel processing, correspondence, and briefing support.
• Knowledge of DoD and Air Force administrative systems and processes, including SharePoint, AFRIMS, ERM, MICT, DTS, ATAAPS, or comparable tools.
• Excellent organizational, analytical, interpersonal, written, and verbal communication skills with the ability to coordinate across Government, contractor, and external organizations.

All positions at Applied Research Solutions are subject to background investigations. Employment is contingent upon successful completion of a background investigation including criminal history and identity check.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-741.5(a). This regulation prohibits discrimination against qualified individuals on the basis of disability, and requires affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities.

This contractor and subcontractor shall abide by the requirements of 41 CFR 60-300.5(a). This regulation prohibits discrimination against qualified protected veterans, and requires affirmative action by covered contractors and subcontractors to employ and advance in employment qualified protected veterans.

Behaviors

Enthusiastic : Shows intense and eager enjoyment and interest

Team Player : Works well as a member of a group

Detail Oriented : Capable of carrying out a given task with all details necessary to get the task done well

Dedicated : Devoted to a task or purpose with loyalty or integrity

Preferred

Entrepreneurial Spirit : Inspired to perform well by an ability to drive new ventures within the business

Growth Opportunities : Inspired to perform well by the chance to take on more responsibility

Flexibility : Inspired to perform well when granted the ability to set your own schedule and goals

Ability to Make an Impact : Inspired to perform well by the ability to contribute to the success of a project or the organization

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.