Administrative Assistant, F-15

Senior FMS Administrative Assistant

LOCATION: Wright Patterson AFB

JOB STATUS: Full-time

CLEARANCE: SECRET

TRAVEL: 0-10%

Astrion has an exciting opportunity for an Senior FMS Administrative Assistant on the F-15 contract, supporting the Air Force Division at Wright-Patterson AFB, Ohio.

Join the team supporting the F-15 program—one of the most operationally lethal and enduring fighter aircraft platforms in the world. As the workhorse of the U.S. Air Force, the F-15 has proven itself as the most lethal and reliable combat aircraft in service, with unmatched speed, agility, and payload capacity. Our program team consists of dedicated, mission-focused professionals who bring technical expertise, operational insight, and a commitment to excellence in support of this critical national defense capability. Be part of a program that directly impacts air superiority, national defense, deterrence, and alliances across the world.

REQUIRED QUALIFICATIONS / SKILLS

• Must be flexible in adapting to deadlines, changing schedules, competing priorities, and unpredictable events 
• Possesses the advanced knowledge, experience and recognized ability to be considered highly skilled in their technical/professional field. Possesses the ability to perform tasks and oversee the efforts of junior and journeyman contractor personnel within the technical/professional discipline.  Demonstrates advanced knowledge of their technical/professional discipline as well as possess a comprehensive understanding and ability to apply associated standards, procedures and practices in their area of expertise.  (Program Office, Enterprise and Staff Level Support interface)
• Minimum of five (5) years executive administrative and management of the entire spectrum of administrative functions for a large program office (at least 65 personnel) and support senior personnel (up to and including GS-15).
• Minimum of two (2) years of experience providing executive administrative support to a ACAT I equivalent program and experience in supporting daily operations activities, coordinate senior leadership schedules, and arrange meetings and conferences, and be an expert in Joint Personnel Adjudication System (JPAS), DTS, and knowledge of the Joint Travel Regulations.

EDUCATION: 

• GED and at least five (5) years of experience in the respective profession being performed, five (5) of which must be in the DoD.

 RESPONSIBILITIES

• Prepare/critique all official correspondence, arrange/maintain office calendars, prepare/schedule all front office travel arrangements, new employee in-processing, and all administrative processes.
• Interact with lateral organizations or any external agencies required including base facility, personnel, security, computer support, foreign disclosure, foreign travel, public affairs and the building managers to facilitate uninterrupted day-to-day operations of the F-15 Division and its corresponding USG organizations.
• Work with functional managers, outside agencies, Contractor personnel, and the 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 and will act as a liaison with the functional directorates to compile material for supported meetings/review. Following each review, the Contractor shall prepare/manage meeting minutes and compile action items.
• create, identify, and maintain a list of all work efforts and the offices of primary responsibility and the action officers.
• provide support for program management, financial, contracting, configuration, engineering, system integration, and logistics management activities. These tasks include, but not limited to, integrating information into required reports; generating and maintaining files, forms and established file plans; processing mail (receive, sign for, and distribute mail, both classified and unclassified); accessing, storing, and handling classified material as required; and preparing correspondence (both classified and unclassified).
• 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.
• arrange for domestic and foreign travel arrangements, process Government personnel travel orders in DTS, initiate foreign travel approvals with usage of Aircraft and Personnel Automated Clearance System; coordinate with security, foreign disclosure, U.S. and foreign Embassy staff, overseas Major Command (MAJCOMs), and SAF/IA representatives to process overseas travel requirements. The Contractor shall provide instruction to travelers regarding visas, passports and other FMS necessary travel documents, and assist in applications, if needed.  The Contractor shall edit and assemble final FMS travel documentation for the Government traveler.
• 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, correspondence and action items. The Contractor shall review documents for accuracy of data, 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 (OPRs) and enlisted performance reports (EPRs), civilian and military awards, materials procurement, maintenance and disposition, as well as other periodic or ad hoc reports.
• Answer telephone calls and take messages for the F-15 Division staff personnel. The Contractor shall plan and coordinate secured and non-secured meetings to include video teleconferencing and room set-up (ensuring sufficient seating, name placards, etc.).  The Contractor shall provide support for internal and external briefings and reports by providing expert knowledge and capability in the use of personal computers and operating systems to produce visual aids (slides, view graphs, briefing charts and other graphics) using appropriate software applications and SharePoint.  The Contractor shall assist in improving internal management processes by proposing and/or implementing improvements to visual, computer-based communications used by the program office to manage its critical processes.
• 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 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.  The Contractor shall 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), and Defense Civilian Pay System,
• Provide support as the passport and visa clerk ensuring proper processing and monitoring of both Government and Contractor personnel required documentation.