Sr. Administrative Professional - AMMO

STI-TEC; Dayton (OH); On-site; USD 45,000 - 85,000; Full time

Job summary

An innovative firm is seeking a Sr. Administrative Professional to join a new Model Management Office focused on enhancing military simulation frameworks. In this pivotal role, you will manage communication channels, oversee records management, and ensure efficient workflow coordination. Your expertise will be essential in preparing documents, managing calendars, and organizing meetings, contributing to the success of a collaborative team. If you're passionate about supporting defense initiatives and thrive in a dynamic environment, this opportunity is perfect for you. Join a team committed to excellence and integrity, where your contributions will make a significant impact.

Qualifications

• 5+ years of administrative experience in a high-security environment.
• Strong communication skills for managing phone, email, and mail.

Responsibilities

• Manage all official communications channels within the MMO.
• Coordinate and track taskers and workflow actions to resolution.

Skills

Communication Skills

Records Management Expertise

Workflow Management

Document Preparation

Calendar Management

Meeting Logistics

Inventory and Supply Management

Technical Proficiency

Microsoft Office Suite

Education

Bachelor’s degree in Business Administration

Master’s degree in Business Administration

Tools

DoD Records Management Systems

Microsoft Office Suite

Job description

Solutions Through Innovative Technologies, Inc. (STI-TEC) specializes in the delivery of professional business and information management services. STI-TEC offers government and commercial clients a comprehensive portfolio of services that identify, manage, distribute and improve business processes related to entities’ most valued resource, information. As a fast-growing solutions provider, established in 2000, total customer satisfaction has remained the cornerstone of our business. Our business model focuses on integrity, loyalty, and trust.

Position Overview

The Advanced Framework for Simulation, Integration, and Modeling (AFSIM) is an innovative, open-source military simulation framework used extensively by the U.S. Department of Defense (DoD) and related communities. Managed by the U.S. Air Force Research Laboratory (AFRL), AFSIM supports scenario creation, analytical work, and virtual wargaming, benefiting from a collaborative user community across the military, government, industry, academia, and international partners. To enhance AFSIM's growth, the Department of the Air Force (DAF) is establishing a Model Management Office (MMO).

In this cutting-edge new MMO the Sr. Administrative Professional shall serve as the administrative focal point for the MMO, actively managing all official communications channels.

Essential Job Function

Communication Channels

• Phone: Answering organizational phone line(s) and dispatching callers to appropriate individuals within the MMO
• Email: Monitoring organizational inboxes, handling common correspondence, or delegating action to appropriate individuals within the MMO
• Mail: Receiving, handling, storing, and distributing both classified and unclassified mail/media in accordance with applicable security guidelines and instructions

Records Management

• Serve as the Records Custodian (RC) for the MMO, actively managing both the organizational file plan (across classification domains) and records therein
• Support all aspects of the records management lifecycle, implementing applicable policies and processes - including those of the Department of Defense Scientific and Technical Information (STINFO) office and the Defense Technical Information Center (DTIC) pertaining to Research & Development (R&D) case files
• Use applicable DoD, DAF, AFMC, and/or AFRL enterprise records management systems and tools

Workflow Management

• Serve as the workflow focal point for the MMO, actively tracking and coordinating (to resolution) all taskers and workflow actions
• Responsibilities include tracking deadlines, following up with collaborators, integrating inputs, verifying completion status, submitting responses, archiving supporting documentation, and communicating status to MMO leadership
• Retrieve essential status information from established workflows using queries and reports

Document Preparation

• Prepare documents and correspondence per standard government formats and staffing instructions
• Track document status (e.g., draft, pre-decisional, final, awaiting signature, signed) in accordance with the organizational file plan and associated workflows

Calendar Management

• Manage and maintain all organizational calendars
• Responsibilities include appointment and resource scheduling for meetings, activities, or events affiliated with the MMO or its membership

Meeting Logistics

• Serve as the meeting focal point for coordinating, collecting, and staging necessary materials for routine virtual or in-person meetings
• Responsibilities include managing attendees (and verifying clearances, as applicable), securing required meeting resources (e.g., conference rooms or audio/visual equipment), coordinating refreshments, or providing for other typical host requirements

Inventory and Supply

Coordinate routine supply and equipment orders and actively manage the inventory necessary to fulfill MMO requirements.

Minimum Qualifications

Education and Experience

• Bachelor’s degree in Business Administration, Management, or a related field
• 5+ years of administrative experience in a high-security environment, preferably within a DoD or military setting

Skills And Competencies

• Strong communication skills: Proficiency in managing phone, email, and mail communications
• Records management expertise: Experience as a Records Custodian (RC) and familiarity with DoD Scientific and Technical Information (STINFO) and Defense Technical Information Center (DTIC) policies
• Workflow management: Ability to track, coordinate, and resolve taskers and workflow actions.
• Document preparation: Competence in preparing documents and correspondence per standard government formats
• Calendar management: Experience in managing organizational calendars, scheduling appointments, and coordinating resources
• Meeting logistics: Skill in coordinating and staging materials for meetings, managing attendees, and securing meeting resources
• Inventory and supply management: Ability to coordinate routine supply and equipment orders and manage inventory
• Technical Proficiency: Proficiency in using DoD, DAF, AFMC, and/or AFRL enterprise records management systems and tools
• Competency with standard office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Additional Requirements

• Active Top Secret Clearance
• US Citizen

Desired Qualifications

• Master’s degree in Business Administration, Management, Information Systems, or a related field
• Professional certifications such as Certified Administrative Professional (CAP), Project Management Professional (PMP), or equivalent
• Experience in military or government environments: Extensive experience working within the U.S. Department of Defense (DoD) or other government agencies
• Experience with simulation and modeling tools: Familiarity with AFSIM or other military simulation frameworks

Applicants selected may be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.

STI-TEC is an equal opportunity employer and values diversity. Employment is decided on the basis of qualifications, merit, and business need. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.

If you need assistance or an accommodation due to a disability, you may contact us at [e-mail] or you may call us at 1+918.583.9900.