Program Operations & Communications Specialist

The One 23 Group; Herndon (VA); Sur place; USD 48 000 - 68 000; Plein temps

Résumé du poste

The One 23 Group is seeking an organized Administrative Coordinator in the United States, Virginia, Herndon area. The role supports project coordination, onboarding, meetings, and timesheet administration for government-contracting programs, requiring an active Secret clearance and on-site work.

Strong MS Office and collaboration tools experience are essential. Responsibilities include coordinating communications, maintaining records, updating Smartsheet trackers, and assisting with onboarding

Qualifications

• High school diploma or equivalent.
• Zero to three years of administrative, project coordination, program support, office management, customer service, or related experience.
• Experience using Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to manage multiple recurring assignments and meet established deadlines.
• Strong attention to detail and commitment to maintaining accurate records.
• Strong written and verbal communication skills.
• Ability to work professionally with employees, managers, customers, and corporate support personnel.
• Ability to handle sensitive personnel and operational information appropriately.
• Ability to follow established security, information-handling, and records-management procedures.
• Active Secret clearance.
• Ability to work on-site.

Responsabilités

• Prepare and coordinate monthly distribution of NIPRNet and SIPRNet node lists to authorized recipients.
• Verify distribution lists, recipients, and delivery requirements before releasing operational information.
• Document and maintain the standard operating procedure for node list preparation, review, approval, and distribution.
• Track recurring operational activities, deadlines, reminders, and action items.
• Support the assignment and maintenance of a designated owner for Columbus operational communications.
• Assist project leadership with special projects, administrative requests, and recurring program-management activities.
• Prepare and distribute biweekly Town Hall agendas.
• Coordinate with project leaders and functional owners to collect agenda topics, announcements, and supporting materials.
• Distribute Columbus operational communications to employees and other authorized stakeholders.
• Transfer, establish, and maintain recurring calendars, meeting invitations, and distribution groups.
• Maintain recurring operational reminders and verify that responsible personnel receive timely notifications.
• Draft clear, professional internal communications, meeting notices, reminders, and procedural updates.
• Maintain records of key communications and recurring program activities.
• Maintain the employee contact list and related personnel information in Smartsheet.
• Update contact information, work locations, organizational assignments, communication preferences, and other approved personnel data.
• Transfer and maintain contact lists and email distribution lists.
• Conduct periodic reviews to identify outdated, incomplete, or duplicate contact information.
• Protect employee information and limit access to authorized personnel.
• Coordinate administrative onboarding activities for newly assigned employees.
• Maintain and update the employee in-processing checklist.
• Track onboarding tasks such as required documentation, account requests, orientation activities, training, equipment coordination, and initial introductions.
• Communicate onboarding requirements and deadlines to new employees, supervisors, and supporting departments.
• Monitor onboarding progress and follow up on incomplete or overdue actions.
• Maintain accurate onboarding records in accordance with company and customer requirements.
• Assist with employee offboarding and transition activities when requested.
• Support the administration of employee timesheets and timekeeping requirements.
• Provide employees with reminders regarding timesheet submission deadlines.
• Review timesheet status reports and follow up with employees regarding missing, incomplete, or rejected timesheets.
• Assist employees with routine timekeeping questions and direct complex issues to the appropriate manager, payroll, or accounting representative.
• Maintain accurate records of reminders, corrections, and timesheet-related communications.
• Follow company timekeeping policies and applicable government-contracting requirements.
• Develop and maintain clear desk procedures, checklists, process guides, and other administrative documentation.
• Organize project files, contact lists, calendars, distribution records, onboarding records, and recurring communications.
• Apply established file‑naming conventions, version‑control practices, and records‑management procedures.
• Identify opportunities to streamline recurring administrative and operational processes.
• Support updates to Smartsheet trackers, Microsoft Office documents, shared drives, SharePoint sites, or other project collaboration tools.
• Associate’s or bachelor’s degree in business administration, management, communications, information systems, or a related field.
• Experience supporting a Department of Defense, federal government, or government-contractor environment.
• Experience with Smartsheet, SharePoint, Microsoft Lists, or similar collaboration and tracking tools.
• Familiarity with NIPRNet and SIPRNet environments.
• Experience supporting employee onboarding, timesheet administration, meeting coordination, or internal communications.
• Experience developing checklists, standard operating procedures, desk guides, or workflow documentation.

Connaissances

Outlook

Word

Excel

PowerPoint

Teams

Smartsheet

SharePoint

Microsoft Lists

Active Secret clearance

Formation

High school diploma

Outils

Smartsheet

SharePoint

Microsoft Lists

Description du poste

The One 23 Group is seeking an organized Administrative Coordinator in the United States, Virginia, Herndon area. The role supports project coordination, onboarding, meetings, and timesheet administration for government-contracting programs, requiring an active Secret clearance and on-site work.

Strong MS Office and collaboration tools experience are essential. Responsibilities include coordinating communications, maintaining records, updating Smartsheet trackers, and assisting with onboarding