On-site program administration manager supporting a Navy program: coordinate and facilitate meetings, track action items, prepare executive briefings and reports, maintain records and repositories, support acquisition/modernization admin workflows, improve processes, and interface with government leadership, PMWs, NAVWAR, contractors, and stakeholders.
cFocus Software seeks a Administrative Manager to join our program supporting the United States Navy (DON). This position is on site in the San Diego, CA area. This position requires a Secret clearance.
Qualifications:
Duties:
Qualifications:
- Active Secret clearance
- Bachelor’s degree in Business Administration, Management, Public Administration, Communications, Project Management, Information Systems, or a related discipline.
- 7+ years of experience supporting program administration, executive support, project coordination, or business operations.
- Experience supporting Department of Defense, Department of the Navy, NAVWAR, acquisition, modernization, or technical programs is highly desirable.
- Knowledge of program administration, office management, executive support, and business operations.
- Experience coordinating meetings, schedules, task management, correspondence, and executive communications.
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
- Ability to develop reports, briefings, executive summaries, white papers, and professional correspondence.
- Experience maintaining records, document repositories, databases, and tracking systems.
- Ability to analyze information, identify issues, and provide recommendations for resolution.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office Suite, SharePoint, Teams, Outlook, Excel, Word, and PowerPoint.
- Ability to work effectively with senior Government personnel, program managers, engineers, and cross-functional teams.
Duties:
- Plan, coordinate, schedule, and support technical reviews, working groups, program management reviews, executive meetings, and stakeholder engagements.
- Prepare meeting agendas, briefing materials, attendance rosters, conference logistics, virtual meeting coordination, and meeting documentation.
- Facilitate meetings and maintain meeting minutes, action item trackers, decision logs, and follow-up documentation.
- Track, coordinate, and monitor completion of assigned action items and ensure timely responses from stakeholders.
- Prepare recurring and ad hoc program documentation including executive summaries, white papers, issue papers, reports, correspondence, charts, graphics, presentations, and status briefings.
- Support Government leadership by collecting, validating, analyzing, and organizing program information for decision-making purposes.
- Manage administrative workflows associated with modernization planning, installation activities, engineering support, configuration management, and acquisition support functions.
- Coordinate and respond to recurring and ad hoc data calls, information requests, taskers, and reporting requirements.
- Maintain administrative records, document repositories, correspondence files, action trackers, schedules, and program databases.
- Review documentation for completeness, quality, consistency, formatting, and compliance with Government requirements.
- Support database user testing, change request tracking, process improvement initiatives, and administrative system enhancements.
- Develop and maintain metrics, dashboards, workload reports, staffing reports, and performance tracking tools.
- Coordinate staffing actions, onboarding support, travel documentation, training records, meeting schedules, and administrative logistics.
- Support preparation and delivery of monthly status reports, executive reports, program reviews, and management briefings.
- Monitor suspense dates, deliverable schedules, milestone tracking, and administrative deadlines.
- Coordinate communications among Program Management Warfare Offices (PMWs), NAVWAR organizations, contractors, Fleet stakeholders, and external agencies.
- Provide recommendations to improve administrative processes, workflow efficiency, communication practices, and organizational effectiveness.
- Ensure all administrative products are coordinated, reviewed, approved, and delivered in accordance with required formats, schedules, and Government guidance.
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