Senior Administrative Coordinator - DoD & F-15 Programs

Astrion; Robins Air Force Base (GA); On-site; USD 65,000 - 90,000; Full time

Job summary

Astrion seeks a Senior Administrative Assistant to support executive calendars, meetings, and program coordination at Robins AFB in GA. The role demands DoD experience and an active Secret clearance, handling travel, documentation, and office operations across multiple divisions.

Key duties include managing schedules, coordinating with managers and customers, preparing minutes and briefings, and ensuring accurate records and reports for the F-15 Division.

Qualifications

• GED and five years of experience in the respective profession, three of which must be in the DoD.
• DoD Active Secret clearance

Responsibilities

• Manage executive calendars and scheduling meetings.
• Work with functional managers, outside agencies, contractor personnel, and program office customers to organize and manage presentations and other material in support of meetings, minutes, agendas, and compilation of briefings.
• Provide integration, communication coordination, and planning expertise to the acquisition, modification, and sustainment efforts. Support, plan, coordinate, and participate in program reviews and conferences including, but not limited to, executive, readiness, technical, budget, design, weapon system requirements, working groups, and supportability management.
• Provide the support necessary to coordinate with F-15 Division daily operations, to include, facilitating Chief of Staff, general officer and Congressional taskings and suspenses.
• Provide assistance in the development of program documentation, including, but not limited to, weapon system roadmap, aircraft availability plans, program management plans, modification management plans, and other program plans, strategies, schedules, or agreements necessary for efficient program management.
• Create, identify, and maintain a list of all work efforts and the offices of primary responsibility and the action officers.
• Ensuring effective utility of all work efforts, making appropriate changes and resolving issues as they occur.
• Assist Government PMs in communicating, compiling and maintaining IMSs, milestone tracking and schedule assessment.
• Develop and maintain specific tasks or project-oriented schedule program reviews and LCSPs.
• Support the F-15 Division by taking meeting attendance, drafting meeting minutes (CDRL A011, Conference Minutes) and making travel arrangements. Travel support shall include interfacing with the Lead Defense Travel Administrator and site Defense Travel System (DTS) help desk on all DTS related issues, preparing and reviewing travel authorizations and vouchers for completeness and/or accuracy, ensuring expenditures are allowable and pre-approved by authorizing officers with attached receipts.
• Support staff leadership, supporting teams and other office personnel by maintaining Microsoft Outlook calendars and schedules of leadership personnel within the organization to maintain coordination and facilitate office operations.
• Generate and/or implement procedures for typing, filing, copying, paper shredding, destruction of sensitive data, and control of documentation,procedure compliance and error-free documentation.
• Assist in the production of databases, spreadsheets, graphics and other specialized products and facilitate the use of standardized automated forms such as organizational charts; pyramid alert/recall and shelter-in-place rosters, travel orders, performance reports, i.e., officer performance reports and enlisted performance reports, civilian and military awards, materials procurement, maintenance and disposition, as well as other periodic or ad hoc reports.
• Assist in managing and tracking the civilian and military decoration programs within the F/B Directorate and F-15 Division. The Contractor shall assist in processing civilian monetary and honorary recognition packages. The Contractor shall assist in reviewing all military recognition and decoration packages. The Contractor shall assist in processing nomination packages for quarterly/yearly recognition programs and special trophies.
• Assist in managing and tracking the F-15 Division training program activities. The Contractor shall assist with tracking the training budget information for the training government purchase card holder. The Contractor shall assist in updating/retrieving training information from the Education and Training Management System (ETMS), and F/B Directorate integrated digital environment databases. The Contractor shall assist in processing training requests.
• Assist with monitoring, opening, and closing conference rooms and escorting visitors to required locations. The Contractor shall assist with coordination and set-up of the F/B Directorate acquisition resource boards, director’s calls, and operations calls.
• Monitor office supplies and assist the appropriate focal points with ordering and tracking office supplies and ensuring adequate levels of consumable items needed for presentation/graphics. The Contractor shall assist F-15 Division focal points with semi-annual self-inspection processes. The Contractor shall maintain and distribute emergency management procedures. The Contractor shall update the Enterprise Information Management SharePoint site with correspondence guidance and other useful information. The Contractor shall serve as the Microsoft SharePoint and Wright-Patterson and Robins electronic records management records custodian.
• Serve as the working-level POC self-assessment program administrator and shall work independently on reviewing and updating the Management Internal Control Toolset (MICT). Duties include, but are not limited to, assigning checklist permissions, loading checklists in MICT, assisting checklist POCs with resolving administrative issues within the toolset, distributing self-assessment program information to checklist POCs and managers, and assisting in developing and maintaining of a tracking system for deficiency identification, corrective actions, and closeout.
• Assist in establishing and maintaining official file plans with the use of the Air Force Records Information Management System (AFRIMS) or other appropriate information management systems.
• Provide support for the F-15 Division Automated Time Attendance and Production System (ATAAPS), Defense Civilian Pay System, customer service representative, in/out-processing, DTS, and functional area records management.
• Provide support as the passport and visa clerk ensuring proper processing and monitoring of both Government and Contractor personnel required documentation.
• Assist in execution of the joint AFLCMC processes established between all F-15 Division locations. The Contractor shall be capable of the following:
• Manage program tasks through the suspense database at all F-15 Division locations;
• Apply an understanding of applicable F-15 Division programs in order to properly assign tasks and manage the suspense process to ensure answers are provided in a timely manner;
• Review/edit/coordinate documented responses and maintaining them in the joint database;
• Edit/finalize contract letters in support of Government negotiations and other contracting actions, and;
• Provide data collection and data exchange by using systems such as the Enterprise Data Collaborative System.

Education

GED

Job description

Astrion seeks a Senior Administrative Assistant to support executive calendars, meetings, and program coordination at Robins AFB in GA. The role demands DoD experience and an active Secret clearance, handling travel, documentation, and office operations across multiple divisions.

Key duties include managing schedules, coordinating with managers and customers, preparing minutes and briefings, and ensuring accurate records and reports for the F-15 Division.