Admin Specialist - TS/SCI w/Polygraph

General Dynamics Information Technology

Aug 28, 2024

Job
Full-time
Senior Level
People, HR & Administration
Reston
Quick Apply

AI generated summary

You need a TS/SCI with Polygraph, HS Diploma, 7 years experience, proficiency in Word, Excel, Outlook, PowerPoint, ability to work with minimal supervision, and US Citizenship.
You will manage schedules, handle sensitive communications, support onboarding, maintain supplies, prioritize tasks, and ensure efficient office operations with high autonomy.

Requirements

- Top Secret SCI + Polygraph clearance required
- HS Diploma and seven (7) years of relevant experience or equivalent combination of education and experience
- Core hours are 8am-3pm
- Proficient in Word, Excel, Outlook, PowerPoint
- Able to perform duties with minimal supervision and some team interaction
- This position is on customer site
- 4 + years of related experience
- US Citizenship Required
- Active TS/SCI with Polygraph clearance required

Responsibilities

- Working in a discreet environment handling sensitive and personal information daily
- Completing transactional duties with special attention to detail, being organized, and multi-tasking
- Interacting with our ongoing POC customers, team members/Leads, and employees via phone, Skype or email
- Handling and receiving incoming and outgoing correspondence
- The AA will primarily support the Director and Deputies with scheduling and fielding calls/requests
- The AA will manage actions and tasking's (Sponsor Action Tracker, email), serve as a Timekeeper, initiate and manage a check-in/check-out process, manage office supplies, etc
- They will be the first-person visitors will see when entering the vault, and will need to communicate effectively to determine how to assist
- The AA will be expected to act with discretion and autonomy in many matters
- No travel is anticipated
- The AA will need strong writing and editing skills, for example being able to independently generate and write some content for memos in the Agency system
- They will also be asked to orchestrate the MSA team providing training and guidance to the other MSA's across the office and help bring them together into a more cohesive MSA team, ensuring shared coverage
- The AA will need to work with the FO team to triage incoming communications traffic and help maintain a list of associated actions to be taken across the office
- Overall, the AA will be relied upon to help highlight tasks, organize deadlines and notify the team of the dates tracked across actions
- The level of autonomy for this position is high, the Director is seeking a resource who can make informed decisions when triaging incoming requests/data/emails/taskings
- The AA will provide screening and gatekeeping of calendars and calls for the Director and two Deputy Directors
- S/he will prioritize meetings, actions, and emails that need an immediate response
- The AA will have the autonomy/authority to de-conflict and reschedule meetings as needed once they understand Director/ Deputy Director preference
- The AA will have access to the Director / Deputy Director will manage up to 3 calendars
- The AA will also support Onboarding/Off boarding activities (including recall roster updates and Access requests), Action tracking/awareness, read/flag Sponsor Internal communications
- The AA will need to initiate and manage on- and off-boarding for the office
- The building is a OGA managed facility, so security and vault access are managed separately from Sponsor processes
- The AA will work with existing logistics personnel for access, but will be in charge of Access requests, Emergency Planning rosters, and phone trees
- AA will serve as Timekeeper for the office (approximately 120 officers)
- The AA will compile and send responses to actions on behalf of the Office
- AA will serve as backup to the communications officer on editing and submitting weekly highlights
- The AA will schedule recurring and ad hoc meetings attended by leadership within and external to the office
- S/he will primarily schedule within the building but on occasion will need to find rooms in other Sponsor buildings
- The AA will be called upon to create read ahead materials at times
- AA will be asked to record minutes and disseminate and track actions at meetings
- Occasionally AA will be asked to assist in planning off-site meetings with commercial vendors
- The AA will manage shared a conference room for the floor; s/he will serve as gatekeeper for Director and Deputies, based on discussions with them on their preferences
- The AA will completely manage 1, may be asked to book up to 4 from other owners in the building and coordinate on HQS space ad-hoc.
- The AA will infrequently be called upon to assist with senior travel support
- The Office has officers overseas, so annual travel OCONUS may be required of Director
- The AA will be responsible for completing travel accountings once travel is completed
- The AA will track office supply inventory for the office and will submit orders in the Sponsor system when additional items are needed
- Renovations/Moves/IT are primarily handled by logistics officer, but AA will often be backup POC

FAQs

What is the required clearance level for this position?

The required clearance level for this position is Top Secret SCI with Polygraph.

How many years of experience are required for this role?

The role requires a minimum of seven (7) years of relevant experience.

Is there a specific educational requirement for this position?

Yes, a High School Diploma is required, along with relevant experience.

What skills are essential for this role?

Essential skills include Calendar Management, Communication, Microsoft Office proficiency, Office Administration, and Travel Planning.

What are the core working hours for this position?

The core working hours for this position are from 8 AM to 3 PM.

Will the Administrative Assistant IV need to travel?

Occasional travel may be required, with an estimated range of 10-25%.

Is there an autonomy level associated with this position?

Yes, there is a high level of autonomy in this position, with expectations to make informed decisions related to tasks and communications.

What types of tasks will the Administrative Assistant IV be responsible for?

Tasks include managing calendars, handling correspondence, supporting onboarding and offboarding activities, and organizing meetings.

Are there growth opportunities available within the company?

Yes, professional growth opportunities are available, including paid education and certifications.

What benefits does GDIT offer to its employees?

GDIT offers comprehensive health and wellness packages, 401K with company match, paid vacation and holidays, and various other employee benefits.

General Dynamics Information Technology

Art of the possible.

Technology

Industry

10,001+

Employees

1962

Founded Year

Mission & Purpose

GDIT is a global technology and professional services company that delivers consulting, technology and mission services to every major agency across the U.S. government, defense and intelligence community. Our 30,000 experts extract the power of technology to create immediate value and deliver solutions at the edge of innovation. We operate across 30 countries worldwide, offering leading capabilities in digital modernization, AI/ML, Cloud, Cyber and application development. GDIT is part of General Dynamics, a global aerospace and defense company. We have shared our clients’ sense of purpose for over half a century and have a have a unique understanding of their missions, complex environments, and a rapidly changing world. Together with our clients, we strive to create a safer, smarter world by harnessing the power of deep expertise and advanced technology.