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Sr Administrative Associate

Quantech Services, Inc.
Dec 31, 2024
Job Title
Sr Administrative Associate
Functional Title
Personnel & Administration Support
Location
Buckley AFB, CO US (Primary)
Education
Bachelor's Level Degree
Job Type
Full-time
Job Description

Support Management Operations team with duties that may include the management of Military Promotions, Evaluations, Training, Awards and Decorations, Facilities Support, Front Office Executive Services and/or Commander's Actions Group Tasker Support.



  • Develop, maintain, and update SSC instructions, implementation guides, and standardized processes IAW latest SSC, USSF, DAF, DoD 5000 series regulations, OMB, and GAO directives.
  • Participate in assessments of proposals solicited IAW FAR 15 and 16.505 and ensure no inherently government work is being performed.
  • Review Program Contractor proposals, record findings, and provide them to the Government Technical Evaluation Board (TEB).
  • Schedule, prepare, and participate in meetings, such as Integrated Product Team (IPT) meetings, technical interchange meetings, working group meetings, process improvement meetings, etc.
  • Coordinate usage of government conference rooms or facilities.
  • Plan and schedule meetings and events, including facilities, audio, visual, other materials/documentation, security requirements, and record meeting minutes.
  • Collect and provide read-ahead materials (briefings, biographies, resumes) for meetings and events.
  • Prepare presentation materials, special technical reports, and papers as requested, and provide the Government with copies of all materials presented at the meetings.
  • Answer telephones, chat messages, e-mails, and other contacts; answer or forward messages and provide appropriate coverage as required; and redirect queries as appropriate.
  • Research, prepare, and edit communications (IAW DAFH33-337 and DAFMAN 33-326) for division-level review and approval.
  • Collect and consolidate briefing charts into single presentations; distribute those consolidated presentations to attendees in advance of the meeting; and facilitate and administer the meetings to assure presentations fit within the time allotted.
  • Develop, distribute, obtain approval, and publish/archive meeting minutes; and document, distribute, track to closure, and archive action items.
  • Develop and provide newcomer training.
  • Collect, store, and maintain Division (Delta) meeting minutes and action items; internal point papers, studies, and briefings presented to the Division (Delta) Chief.
  • Facilitate Division/Delta's management, staff meeting logistics, HR suspenses, awards and recognition, strategic planning off-sites, outreach meetings to develop/establish effective relationships with Division (Delta) OPIR Stakeholders.
  • Support Directorate improvement initiatives, as required.
  • Establish, modify, and/or cancel travel reservations and authorizations for delta/division-level personnel.
  • Function as DTS document preparers and comply with AF Defense Travel System Business Rules for training requirements.
  • Provide travel materials (itineraries/reservations, agendas, bios/resumes, and meeting POCs/e-mail/phone #s) for travel meetings and events.
  • Prepare and submit travel voucher inputs into the Defense Travel System (DTS) for delta/division-level personnel.
  • Provide DTS training or assistance to delta/division staff.
  • Greet & escort visitors, as necessary.
  • Prepare, monitor, distribute, and collect delta/division-level taskings as directed by delta/division leadership.
  • Manage assigned delta/division taskings using the Task Management Tool (TMT) on NIPRnet and SIPRnet.
  • Actively and regularly communicate critical and/or time-sensitive taskers (and their status) to delta/division leadership.
  • Assist delta/division staff with workflow and data management tools, such as Jira and Confluence.
  • Provide TMT training or assistance to delta/division staff.
  • Perform quality checks and manage preparation, handling, review, routing, approvals, and submission of staff packages and other correspondence (IAW DAFH33-337 and AFMAN 33-326).
  • Create, review, and edit spreadsheets, presentations, papers, and reports for delta/division-level staff.
  • Receive and compile delta/division-level activity report inputs and collate/integrate into a single, quality, one-voice document.
  • Provide Executive Support Services including prepare reports, papers, and briefings IAW AFH 33-337 and SSC communications policies and templates; prepare correspondence IAW DAFMAN 33-326; maintain appointment calendars and conference room schedules, schedule meetings and conferences including those involving staff from outside the immediate office; answer telephones, forward messages, and provide responses to routine queries; act as Travel Clerk and perform Defense Travel System functions on behalf of travelers IAW the Defense Travel Administrator's Manual; assist in coordinating, consolidating, analyzing, distributing, and monitoring action items, suspenses, and responses; provide inputs and recommendations regarding administrative and office management processes and procedures; and prepare agendas, reports, and briefings for staff meetings.
  • Collect metrics on the effectiveness and efficiency of business processes

Job Requirements

Minimum/General Experience: 10+ years experience required; Experience with Military Personnel Systems, SORTS/ARTS, TMT, SharePoint, Livelink, Office Suite of tools, and Teams.

Required Education: BA/BS Degree

Clearance: Secret

Salary information below is a general guide only. Salaries are commensurate with experience and qualifications, as well as business and market considerations.

Salary Range:$90,000 - $150,000

WORK, PHYSICAL AND MENTAL REQUIREMENTS*

Please see standard Work, Physical and Mental Requirements for all Quantech roles.

Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets and fax machines.

Physical Demands This is largely a sedentary role mostly sitting; however, some filing maybe required . This would require the ability to move files, or boxes with file data, open filing cabinets and bend or stand as necessary, ability to lift up to 40lbs.

Mental Demands: Reading; communicate effectively (verbal and written); maintain emotional control and professionalism.

We hire military.

Security clearance required
SECRET
Travel
N/A
Applied = 0

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