Senior Administrative Support

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    "title": "Senior Administrative Support",
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    "datePosted": "2024-06-19T08:35:45.239Z",
    "description": "<h2>Position Summary</h2>\n<p>Odyssey has an exciting opportunity for a <strong>Senior Administrative Support</strong>, supporting the Fixed Wing Branch HC/MC-130 Recapitalization Program. This is an ACAT IC program designed to replace the aging fleet of Air Combat Command (ACC) HC-130P/N aircraft and Air Force (AF) Special Operations Command (AFSOC) MC-130E/H/P. This position is located at <strong>Wright Patterson AFB, Ohio</strong>.</p>\n<h2>Responsibilities</h2>\n<p>Duties include, but not limited to: </p>\n<ul>\n <li>Maintain calendars for key personnel and conference rooms, resolve scheduling conflicts, and communicate updates promptly.</li>\n <li>Receive and route incoming phone calls to the appropriate personnel or document messages for follow‑up action.</li>\n <li>Serve as timekeeper for Government civilian staff, maintaining time and attendance documentation in ATAAPS.</li>\n <li>Conduct in‑processing and out‑processing for all personnel (Government and contractor), including data entry into Government systems, maintaining welcome packets, and coordinating seating, computer, and phone setup.</li>\n <li>Coordinate arrangements, agendas, briefing materials, and action‑item tracking for meetings, reviews, working groups, audits, and related events; collaborate with functional managers, external agencies, contractors, and program office customers.</li>\n <li>Assist in establishing and maintaining official file plans using the Electronic Records Management System (ERM).</li>\n <li>Support both CONUS and OCONUS travel by preparing travel arrangements and vouchers in DTS in accordance with JTR/JFTR guidelines.</li>\n <li>Manage office supply procurement, including inventory tracking, gathering supply requests, preparing itemized lists, recommending purchases, and assisting with delivery coordination.</li>\n <li>Collect and prepare materials required for staff meetings.</li>\n <li>Provide support to the VTC manager by assisting with bridge scheduling, and coordinating connectivity and interface requirements with the VTC maintenance contractor.</li>\n <li>Retrieve data and information from program databases to generate queries and reports as needed.</li>\n <li>Facilitate the use of standardized automated forms, including travel orders, performance reports, awards, procurement documents, maintenance actions, and other recurring or ad hoc reports.</li>\n <li>Assist with distributing, transmitting, and processing incoming and outgoing correspondence and mail.</li>\n <li>Support personnel in sending time‑sensitive Government correspondence via overnight or express mail services.</li>\n <li>Review and edit assigned documentation and correspondence prior to signature by division leadership.</li>\n <li>Assist the Self‑Assessment Program (SAP) administrator with MICT duties, including permission assignments, checklist loading, resolving administrative issues, distributing SAP updates, and maintaining tracking systems for deficiencies and corrective actions.</li>\n <li>Support creation and maintenance of an emergency accountability folder, including electronic and physical recall, phone, and accountability rosters; assist in information dissemination for exercises and real‑world events.</li>\n <li>Perform additional administrative duties as required.</li>\n</ul>\n<h2>Qualifications</h2>\n<p><strong><em>Minimum Required Qualifications</em></strong></p>\n<p><strong><em>Citizenship: </em></strong>Must be a US citizen</p>\n<p><strong><em>Clearance: </em></strong>Secret</p>\n<p><strong><em>Education: </em></strong></p>\n<p> </p>\n<ul>\n <li>Master’s or Doctorate Degree in a related field and 10 years of experience in the respective technical / professional discipline being performed, 5 years of which must be in the DoD.</li>\n <li>OR bachelor’s degree in a related field and 12 years of experience in the respective technical/professional discipline being performed, 5 of which must be in the DoD.</li>\n <li>OR, 15 years of directly related experience with proper certifications as described in the PWS labor category performance requirements, 8 of which must be in the DoD.</li>\n</ul>\n<p><strong><em>Technical Skills</em></strong></p>\n<ul>\n <li>Proficient in data entry and records management using systems such as ATAAPS, ERM, and DTS.</li>\n <li>Skilled in generating database queries, preparing reports, and retrieving structured program data.</li>\n <li>Experienced in coordinating VTC connectivity requirements, bridge scheduling, and technical interface support.</li>\n <li>Capable of managing automated workflows and standardized digital forms for travel, personnel actions, and administrative documentation.</li>\n</ul>\n<p><strong><em>Interpersonal Skills</em></strong></p>\n<ul>\n <li>Excellent communication skills with the ability to clearly convey information to personnel at all levels.</li>\n <li>Strong collaboration skills, fostering positive working relationships with internal teams and external partners.</li>\n <li>Effective conflict‑resolution and problem‑solving abilities in fast‑paced environments.</li>\n <li>High level of professionalism, discretion, and customer‑service orientation when supporting diverse personnel needs.</li>\n</ul>\n<p><strong><em>Additional Information</em></strong></p>\n<p><strong>Location: </strong>Wright Patterson AFB</p>\n<p><strong>Travel: </strong>10%</p>\n<p><strong>Remote, Onsite, or Hybrid: </strong>Onsite</p>\n<p> </p>\n<p>#LI-ST1</p>\n<h2>Company Overview</h2>\n<p><strong>Odyssey </strong>is a world-class technical, engineering, and integration company serving the warfighting ecosystem with airborne integration, ISR, C2, and warfighter readiness capabilities. Odyssey meets the military’s operational needs by integrating layered defense systems from equipment, technology, and services to data, information, and business operations. We streamline defense acquisition and sustainment, engineering the technical battlefield with domain-specific proficiency to ensure lethality. Odyssey is dedicated to excellent contract execution, peak organizational performance, and fostering a workplace built on employee care.</p>\n<p> </p>\n<p>Odyssey is proud to live out our core values of commitment, ambition, and respect in our work and communities through OdysseyCares, a philanthropic group focused on giving back through direct donations, an employer match program, and volunteering events.</p>\n<p> </p>\n<p><strong>Please note</strong>: Final compensation for this position will be determined by various factors such as the Federal Government contract labor categories and contract wage rates, relevant work experience, specific skills and competencies, geographic location, education, and certifications.</p>\n<p> </p>\n<p><em><strong>Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities</strong></em></p>",
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    "responsibilities": "Duties include, but not limited to: \r\n- Maintain calendars for key personnel and conference rooms, resolve scheduling conflicts, and communicate updates promptly.\r\n- Receive and route incoming phone calls to the appropriate personnel or document messages for follow‑up action.\r\n- Serve as timekeeper for Government civilian staff, maintaining time and attendance documentation in ATAAPS.\r\n- Conduct in‑processing and out‑processing for all personnel (Government and contractor), including data entry into Government systems, maintaining welcome packets, and coordinating seating, computer, and phone setup.\r\n- Coordinate arrangements, agendas, briefing materials, and action‑item tracking for meetings, reviews, working groups, audits, and related events; collaborate with functional managers, external agencies, contractors, and program office customers.\r\n- Assist in establishing and maintaining official file plans using the Electronic Records Management System (ERM).\r\n- Support both CONUS and OCONUS travel by preparing travel arrangements and vouchers in DTS in accordance with JTR/JFTR guidelines.\r\n- Manage office supply procurement, including inventory tracking, gathering supply requests, preparing itemized lists, recommending purchases, and assisting with delivery coordination.\r\n- Collect and prepare materials required for staff meetings.\r\n- Provide support to the VTC manager by assisting with bridge scheduling, and coordinating connectivity and interface requirements with the VTC maintenance contractor.\r\n- Retrieve data and information from program databases to generate queries and reports as needed.\r\n- Facilitate the use of standardized automated forms, including travel orders, performance reports, awards, procurement documents, maintenance actions, and other recurring or ad hoc reports.\r\n- Assist with distributing, transmitting, and processing incoming and outgoing correspondence and mail.\r\n- Support personnel in sending time‑sensitive Government correspondence via overnight or express mail services.\r\n- Review and edit assigned documentation and correspondence prior to signature by division leadership.\r\n- Assist the Self‑Assessment Program (SAP) administrator with MICT duties, including permission assignments, checklist loading, resolving administrative issues, distributing SAP updates, and maintaining tracking systems for deficiencies and corrective actions.\r\n- Support creation and maintenance of an emergency accountability folder, including electronic and physical recall, phone, and accountability rosters; assist in information dissemination for exercises and real‑world events.\r\n- Perform additional administrative duties as required.",
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