What are the responsibilities and job description for the Administrative Assistant (Hybrid) - Dahlgren, VA position at Veteran Jobs - 2023 Mar 01 - Veterans Resources?
ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps. Unless specifically stated otherwise, this role is On-Site at the location detailed in the job post. Job Description
Akima Mission Optimization (AMO), an Akima company, is hiring an Administrative Assistant to support active task orders at Naval Surface Warfare Center Dahlgren Division (NSWCDD) in Dahlgren, VA. AMO requires remote administrative support providing clerical, secretarial, and professional operational services. The role will focus on providing behind-the-scenes administrative support to program management staff across multiple active contracts, ensuring smooth day-to-day operations through organized recordkeeping, scheduling, tracking, and coordination. While this position is remote, there will be occasional travel to NSWCDD for onboarding and team coordination.
This Hybrid position requires that you live within commuting distance from Dahlgren VA.
Responsibilities
Onboarding & Offboarding Support:
Serve as a key administrative point of contact for new employee onboarding and employee separations across supported programs.
Assist with preparation, collection, and routing of all required onboarding and offboarding paperwork and documentation.
Coordinate with program managers and relevant points of contact to ensure all onboarding steps are completed accurately and on time.
Maintain and update onboarding and offboarding checklists, tracking progress and flagging any outstanding items.
Help ensure departing personnel have completed all required out-processing steps and that records are updated accordingly.
Support continuity of operations by keeping personnel records, contact lists, and access documentation current throughout employee lifecycle changes.
Deliverable Coordination & Reporting:
Assist program managers in coordinating, compiling, and submitting required monthly deliverables on time.
Maintain a deliverable tracker to monitor due dates, submission status, and any outstanding items across supported contracts.
Help prepare, format, and organize deliverable packages including monthly status reports, meeting minutes, training logs, equipment inventory reports, and program updates.
Follow up with team members to collect required inputs and ensure deliverables are complete and accurate prior to submission.
Maintain organized records of all submitted deliverables and supporting documentation for reference and audit purposes.
Project Planning & Scheduling:
Assist program managers in maintaining project schedules, timelines, and milestone trackers.
Monitor and log upcoming deadlines and flag items requiring attention.
Help track labor hours, telework, PTO, and leave across the team to support workforce planning.
Communication & Coordination:
Assist with scheduling and setting up meetings, reviews, and team calls on behalf of program managers.
Track attendance, distribute agendas, capture meeting notes, and follow up on open action items.
Help route documentation and correspondence to the appropriate points of contact in a timely manner.
Maintain up-to-date personnel rosters, contact lists, and emergency POC records.
Assist with visitor coordination and personnel access documentation as needed.
Documentation & Reporting:
Maintain organized project files, logs, and records in accordance with applicable records management practices.
Assist in preparing and formatting status reports, meeting minutes, and program updates for distribution.
Assist with financial tracking documentation including monitoring contract funding levels and supporting report preparation.
Maintain electronic and hard copy filing systems; organize and upload documents to shared drives and collaboration platforms.
Resource Management:
Help track government furnished equipment and property inventory on behalf of the program team.
Assist with compiling and routing personnel documentation such as training records, performance-related forms, and recognition nominations.
Monitor and log mandatory training completion across the team and provide reminders for upcoming due dates.
Provide general administrative support to program leadership to help manage day-to-day operational needs across supported work areas.
Akima Mission Optimization (AMO), an Akima company, is hiring an Administrative Assistant to support active task orders at Naval Surface Warfare Center Dahlgren Division (NSWCDD) in Dahlgren, VA. AMO requires remote administrative support providing clerical, secretarial, and professional operational services. The role will focus on providing behind-the-scenes administrative support to program management staff across multiple active contracts, ensuring smooth day-to-day operations through organized recordkeeping, scheduling, tracking, and coordination. While this position is remote, there will be occasional travel to NSWCDD for onboarding and team coordination.
This Hybrid position requires that you live within commuting distance from Dahlgren VA.
Responsibilities
Onboarding & Offboarding Support:
Serve as a key administrative point of contact for new employee onboarding and employee separations across supported programs.
Assist with preparation, collection, and routing of all required onboarding and offboarding paperwork and documentation.
Coordinate with program managers and relevant points of contact to ensure all onboarding steps are completed accurately and on time.
Maintain and update onboarding and offboarding checklists, tracking progress and flagging any outstanding items.
Help ensure departing personnel have completed all required out-processing steps and that records are updated accordingly.
Support continuity of operations by keeping personnel records, contact lists, and access documentation current throughout employee lifecycle changes.
Deliverable Coordination & Reporting:
Assist program managers in coordinating, compiling, and submitting required monthly deliverables on time.
Maintain a deliverable tracker to monitor due dates, submission status, and any outstanding items across supported contracts.
Help prepare, format, and organize deliverable packages including monthly status reports, meeting minutes, training logs, equipment inventory reports, and program updates.
Follow up with team members to collect required inputs and ensure deliverables are complete and accurate prior to submission.
Maintain organized records of all submitted deliverables and supporting documentation for reference and audit purposes.
Project Planning & Scheduling:
Assist program managers in maintaining project schedules, timelines, and milestone trackers.
Monitor and log upcoming deadlines and flag items requiring attention.
Help track labor hours, telework, PTO, and leave across the team to support workforce planning.
Communication & Coordination:
Assist with scheduling and setting up meetings, reviews, and team calls on behalf of program managers.
Track attendance, distribute agendas, capture meeting notes, and follow up on open action items.
Help route documentation and correspondence to the appropriate points of contact in a timely manner.
Maintain up-to-date personnel rosters, contact lists, and emergency POC records.
Assist with visitor coordination and personnel access documentation as needed.
Documentation & Reporting:
Maintain organized project files, logs, and records in accordance with applicable records management practices.
Assist in preparing and formatting status reports, meeting minutes, and program updates for distribution.
Assist with financial tracking documentation including monitoring contract funding levels and supporting report preparation.
Maintain electronic and hard copy filing systems; organize and upload documents to shared drives and collaboration platforms.
Resource Management:
Help track government furnished equipment and property inventory on behalf of the program team.
Assist with compiling and routing personnel documentation such as training records, performance-related forms, and recognition nominations.
Monitor and log mandatory training completion across the team and provide reminders for upcoming due dates.
Provide general administrative support to program leadership to help manage day-to-day operational needs across supported work areas.