What are the responsibilities and job description for the Transition Assistance Program (TAP) Administrative Assistant position at GDR Defense?
GD Resources LLC is seeking a highly organized and customer-service-oriented Transition Assistance Program (TAP) Administrative Assistant to support the Military & Family Readiness Center (M&FRC) at Hill Air Force Base, Utah.
The TAP Administrative Assistant will provide critical administrative, scheduling, data entry, and front desk support to ensure smooth execution of the Transition Assistance Program for separating and retiring service members and their families. This role requires strong attention to detail, professionalism, and the ability to operate in a structured military environment while maintaining compliance with Air Force instructions and federal regulations.
Key ResponsibilitiesTAP Scheduling & Data Management- Schedule all TAP workshops, classes, and appointments for separating and retiring service members
- Maintain accurate records in AFFIRST and TAP event tracking systems
- Ensure 100% contact and scheduling compliance for eligible service members (24–18 months from separation/retirement)
- Track completion of TAP requirements and update records in real time
- Send automated reminders to service members at least 5 business days prior to TAP events
- Provide professional front desk reception coverage for the M&FRC
- Answer incoming calls and respond to inquiries in a timely and courteous manner
- Direct customers to appropriate staff or offices
- Monitor and manage TAP program inbox with responses within 1 business day
- Document and escalate customer concerns or behavioral issues within required timelines
- Prepare and set up TAP classrooms at least 30 minutes prior to scheduled sessions
- Ensure all audiovisual equipment, IT systems, and instructional materials are ready for use
- Manage issuance and tracking of government-issued laptops or training equipment
- Verify attendance twice daily and maintain accurate workshop records
- Support instructors and facilitators during TAP delivery sessions
- Maintain accurate documentation of TAP activities, attendance, and service member records
- Assist with completion of required TAP forms (e.g., DD Form 2648, SOU)
- Maintain organized filing systems (digital and physical) for program materials
- Provide support during Emergency Family Assistance Center (EFAC) activations as required
- Ensure compliance with all reporting requirements in AFFIRST system
- Maintain strict adherence to Privacy Act, HIPAA-equivalent protections, and Controlled Unclassified Information (CUI) policies
- Complete all mandatory Air Force training requirements within required timelines
- Protect all government records and ensure proper handling of sensitive information
- Comply with OPSEC, cybersecurity, and installation access requirements
- Minimum 6 months of administrative, scheduling, data entry, or clerical experience
- Experience in a military, federal, or structured corporate environment preferred
- Proficiency in Microsoft Office (Word, Excel, Outlook, Teams)
- Strong written and verbal communication skills
- Ability to manage multiple tasks with high attention to detail
- Customer service experience in a high-volume environment
- Ability to follow military protocols, customs, and professional standards
- Must be able to obtain and maintain a favorable background investigation and CAC access
- Familiarity with military support programs (TAP, M&FRC, or similar)
- Experience with scheduling systems and data tracking tools
- Knowledge of virtual training platforms (Microsoft Teams or equivalent)
- Strong organizational and time-management skills
- Ability to work independently in a structured environment
- On-site position at Hill Air Force Base, Utah
- Government-furnished workspace and equipment provided
- Professional office setting within military installation
- Must comply with installation security and dress code standards