Mission Support Administrator

Signature Federal Systems , LLC; Chantilly (VA); On-site; USD 85,000 - 115,000; Full time

Job summary

Signature Federal Systems, LLC seeks a Mission Support Administrator (Full Performance) in the WMA area. Active TS/SCI clearance with full scope polygraph is required to perform end-to-end workflow management, administrative support, and training of junior staff.

The role emphasizes independent problem solving, policy interpretation, and cross-functional coordination across programs, with minimal supervision and responsibilities that vary by assignment.

Qualifications

• Active TS/SCI clearance with full scope polygraph is required.
• Minimum four years of administrative support experience.
• Strong written and oral communication skills.
• Proven ability to interpret policies and apply regulations.

Responsibilities

• Provide end-to-end administrative support for programs/work units.
• Lead training and guidance for less experienced contractors.
• Plan, schedule, coordinate meetings, and track requirements.
• Prepare status reports and briefings for management.

Skills

TS/SCI clearance

MS Office proficiency

Time management

Analytical thinking

Communication skills

Education

High School Diploma or GED

Associate’s or Bachelor’s Degree (preferred)

Tools

Microsoft Office Suite (PowerPoint, Word, Outlook, Excel)

Job description

Mission Support Administrator – Full Performance

Per client requirement, candidates must possess and active TS/SCI clearance with a full scope polygraph

This is full performance Mission Support Administrator (MSA) work in the in the WMA area. Full performance MSA work entails managing, executing and troubleshooting complex end to end (E2E) workflow processes or programs, and independently coordinating the resolution of issues across multiple work units. The work also includes managing, coordinating and/or providing comprehensive administrative support to a work unit, project, program or functional area.

Mission Support Administrator work at the full performance level is complex, diverse, and requires interpreting and applying established policies and regulations to often unique situations and under unique circumstances. Generally, work includes managing, organizing, scheduling, creating, and executing complex E2E workflow processes or programs. MSAs at the full performance level also train and guide less experienced contractors. The work is performed under minimal supervision. Specific duties and responsibilities will vary based on assignment.

Duties/Tasks and Responsibilities

Depending on the functions and business areas supported, duties may include the following specialties:

Administrative Workflow Management

• Serve as action officer or focal point, taking ownership in providing E2E support to a process or program. This includes follow-up, tracking, monitoring, coordination through multiple levels, and bringing the process/program to completion. Lead the day-to-day administrative activities of a work unit. Maintain schedule of appointments, coordinate meetings, and follow-up on requirements bringing them to completion.
• In collaboration with government POC, interpret and apply established policies and regulations, including application to unique situations or under unique conditions.
• Oversee, coordinate, and monitor task completion of other contractors.
• Analyze statistics and develop metrics to evaluate and summarize process or program results.
• Coordinate process workflow and resolution of issues across multiple work units. Troubleshoot and quality check process or workflow results.
• Maintain and update assignment-specific databases or spreadsheets.
• Prepare and brief status reports.
• Research and/or retrieve data and information from databases.
• Analyze information or data from multiple sources and develop insightful recommendations.
• Create and deliver status or informational briefings on project, process, function, or business area to various audiences.
• Gather budget requirements and/or monitor spend plans related to project, function, or business area.
• Provide back up support in absence of Program/Project Managers.

Quality Assurance/Process Improvement

• Review work against checklists and process/program documentation for accuracy and completeness.
• Independently troubleshoot and quality check own work to ensure quality of products or services. Anticipate, identify and analyze errors, recommend and implement changes to mitigate future errors.
• Adhere to Agency/Intelligence Community (IC) regulations, policies, and procedures to ensure all activities are in compliance. Seek Sponsor guidance on acceptable deviations and adapt activities as appropriate.
• Analyze workflow of activities; recommend and implement changes to improve efficiency and effectiveness.
• Teach, train, and guide other contractors to instill best administrative practices, foster an understanding of the rationale for processes and procedures, and enable delivery of high quality support.

Office Management

• Lead the day-to-day administrative activities of a work unit. Maintain schedule of appointments, coordinate meetings, and follow-up on requirements bringing them to completion for a manager or others in the work unit.
• Plan, schedule, organize, and execute meetings, conferences and off-sites; may participate in meetings and events as a recorder or working group member; may brief or present administrative support related information. May represent work unit at meetings, events, forums and in Agency or Intelligence Community (IC) working groups under guidance from the Sponsor.
• Draft, proofread and edit manager or office correspondence; Draft original, non-template documents.
• With Sponsor approval, manage move activities, construction or renovation projects within work unit. Coordinate schedule with Facilities Manager to minimize disruption in operations. Monitor progress and alert managers of delays or issues.
• Ensure administrative support coverage by coordinating or performing back-up duties for other offices within the work unit.
• Organize work unit information for easy retrieval. Manage and archive office files in compliance with Records Control Schedule. Maintain relevant reference and working files/materials.
• Develop check-in/check-out procedures for arriving and departing personnel, including submitting new user accounts and access requests.
• Greet and/or escort all office visitors and guests.

Integrate support using IT applications

• Administer and troubleshoot office databases, including time and attendance; update websites/SharePoint sites; set up new user accounts and accesses; run reports; perform database clean up tasks.
• Arrange travel, coordinate itineraries, or otherwise support travel for work unit managers and staff, including passport/visa requirements.
• Create and submit travel, training and POV vouchers.
• Order supplies, maintain inventory, issue equipment, trouble-shoot and arrange for equipment repairs, oversee and account for inventory.
• Open, sort and distribute incoming mail, newspapers, faxes or other documents. Track and monitor status of incoming and outgoing cable traffic.
• Pass and receive clearances; prepare visitor requests and access lists as necessary; serve as vault custodian.

Knowledge, Skills and Abilities

Ability to obtain and apply:

• Subject matter expertise sufficient to interpret and apply established policies, procedures, and guidelines to unique situations or under unique circumstances.
• Extensive knowledge of Agency and IC administrative processes and procedures related to area of assignment.
• Extensive knowledge of assignment-specific internal administrative support applications.
• Required:
• Extensive knowledge of Microsoft Office Suite applications (e.g., Power Point, Word, Outlook, Excel)
• Basic understanding of Project Management fundamentals, sufficient to plan, coordinate, and execute E2E administrative support to a process, project/program or functional area.
• Analytical skills sufficient to assess and interpret highly complex information from multiple sources and develop insightful recommendations and solutions.
• Excellent communication skills sufficient to respond to customers’ complex questions; communicate procedures and processes to management, co-workers, customers, and stakeholders; and to provide guidance on pertinent changes to business functions and operations in a manner that is easily understood.
• Writing skills sufficient to compose original, non-template, clear and concise moderately complex written products.
• Planning and organizational skills to systematically manage, coordinate, track, and complete workflow activities.
• Representational skills (tact, diplomacy, protocol) to represent work unit at meetings, events, forums and in Agency Working Groups, with Sponsor guidance.
• Strong interpersonal skills to gather task information, project requirements, project specifications from customers and to maintain effective working relationships with team and customers.
• Time management skills to meet and adapt to changing requirements or priorities.
• Ability to establish, maintain, and leverage a wide range of contacts and professional relationships to network and liaise across the Agency/IC.
• Ability to be discreet and maintain confidentiality.
• Ability to teach, train and guide less experienced administrative support contractors, fostering an understanding of the rationale for processes and procedures.

Minimum Qualifications

• A minimum of four (4) years of prior administrative support or comparable experience, demonstrating increased levels of complexity and responsibility in the areas of problem solving, working independently, maturity, judgment, and initiative.
• Applicable higher education may be substituted for up to one (1) year of work experience.

Education:

• Required: High School Diploma or GED
• Preferred: Associate’s or Bachelor’s Degree