What are the responsibilities and job description for the Administrative Program Manager NF4 position at BUSINESS AND SUPPORT SERVICES?
Qualifications:
Bachelor's degree in a related field appropriate to work of the position OR an appropriate combination of education and experience that demonstrates possession of knowledge and skill equivalent to that gained in the above OR three years¿ experience that demonstrates broad knowledge of related administrative programs and tasks for day-Directorate staff level personnel. Knowledge of and skill in applying analytical techniques and evaluative methods to issues or studies concerning administrative and management matters to improve efficiency and effectiveness of the operation. Knowledge of methods, procedures, mission requirements, program goals and objectives, regulations, laws, policies, and precedents governing the operation. Skill to organize and coordinate multiple high visibility projects simultaneously. Skill to prepare documentation and presentations in proper format in accordance with naval correspondence rules of grammar and punctuation. Skill to operate a personal computer and associated peripheral equipment and software. Knowledge of a variety of support functions such as: handling sensitive information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure, gathering statistical data, monitoring, and reporting on support budgets, assisting in developing financial plans; obligating funds, liquidating travel claims; maintaining stock of office supplies. Knowledge of the rules and regulations such as those covered by the Privacy Act, 5 USC 552(a), Health Insurance Portability and Accountability Act, Public Law 104-191, and DoD Directive 6025.18. Skill to deal with employees at various levels in the organization and to represent the division with customers external to the organization.
Must be able to successfully complete and maintain a security clearance.
Responsibilities:
Serves as the Administrative Officer and primary point of contact on administrative functions for the Marine and Family Deputy Directorate. Oversees and coordinates daily operations and administrative functions on behalf of the Deputy Director and Directorate Heads. Coaches and trains Directorate personnel on completion of efforts. Plans, develops, manages, and controls various administrative programs for the daily operations and ensures regulatory compliance with rules and regulations.
Provides direction on administrative operational issues and delegates and completes administrative tasks within the Directorate. Communicates with Directorate staff and outside organizations to coordinate various requirements for the Directorate. Coordinates with the Directorate leadership on responsible administrative efforts and communicates with representatives from the sections within the organization to complete work. Identifies internal and external resources needed to accomplish specific tasks.
Serves as Directorate Records Manager to oversee and implement respective records management programs. Oversee and implement an essential records program. Implement policy to ensure protection of organizational records in compliance with legal and statutory requirements. Promote timely transfer of records when required. Ensure records management practices comply with the Inspector General of the Marine Corps (IGMC) Functional Area Checklist (FAC) 5210. Ensure the maximum use of electronic filing methods vice paper filing, when possible. Maintain administrative turnover for the Records Management Program. Works with all echelons of personnel to provide technical guidance and directions. Utilizes knowledge and understanding of management principles, practices, methods, and techniques to perform work. Interprets regulatory directives and procedures. Acts as an administrative point of contact for planning and directing implementation of required regulations. May prepare instructions and local operating procedures for implementation of regulations and follow up to ensure compliance with instructions.
Handles sensitive information that is proprietary, privileged, confidential or otherwise legally exempt from disclosure. Safeguards sensitive information and prevents unauthorized reading, printing, retaining, copying or dissemination of information, messages, or correspondence in accordance with rules and regulations such as those covered by the Privacy Act, 5 USC 552(a), Health Insurance Portability and Accountability Act, Public Law 104-191, and DoD Directive 6025.18. Notifies supervisor and senders immediately when proprietary information has been released and advises on how to properly recover, and/or protect information.
Serves as point of contact for the system of record for tasks (currently ETMS2), and ensures all tasks are appropriately delegated and processed. Provides ETMS2 guidance and training to leadership personnel, action officers and administrators of the Directorate. Ensures all tasking requirements are met and may serve as a liaison to other levels of Headquarters Marine Corps.
Serves as Directorate point of contact for the Defense Agencies Initiative (DAI) budget, finance, and accounting operations system responsible for preparing/modifying, reviewing, and routing of procurement requests supporting Directorate operations. Establishes and manages the budget to include the research of purchases and spending for the account. Provides information and recommendations to approving officials for additional purchases/needs of the Directorate. Serves as the Approving Official for the consumable supply account. Assigns delegation authority to purchasing officials and monitors spending activity. Reviews all orders and ensures compliance with budgeting requirements. Provides guidance and recommendations on budget amount and monitors spending throughout the fiscal year.
This is a white-collar position where occasional lifting up to 20 lbs. may be required.
Salary : $75,000