What are the responsibilities and job description for the Business Operations Analyst (Top Secret) position at Vision Centric Inc.?
VCI is seeking a detail-oriented Business Operations Analyst (Top Secret Clearance) to keep business operations running smoothly. This position is based in a professional office environment and is primarily sedentary in nature. The following are very brief descriptions of tasks covered under this scope of work. The task items listed below are typical but not intended to be all-inclusive. Contract personnel assigned to the Business Operations function shall perform the following office operations, including but not limited to:
Records & File Management:
- Organize and maintain both digital and physical records.
- Set up new files and update existing ones with accurate information.
- Prepare files for storage, transfer, or destruction according to company procedures.
- Assist with full cycle onboarding including but not limited to: correspondence, record management, orientation, data collection, and email inquiries.
- Assist with issuing and managing access badges, travel cards, equipment, vehicle assignments, and training program enrollment.
- Maintain rosters and support internal tracking systems for assigned teams.
- Assist and maintain accurate records and files for recruiting events. Manage/coordinate event logistics, budget, and preperation.
- Enter and maintain training records.
- Help prepare presentations, newsletters, and reports.
- Support employee award programs and recognition events.
- Help track and enter timekeeping data using internal systems.
- Assist with resolving timesheet issues and responding to common questions from staff.
- Create a variety of documents such as reports, memos, letters, presentations, spreadsheets, newsletters, and program brochures.
- Draft and finalize written communications from start to finish.
- Proofread documents for accuracy, grammar, format, and policy compliance.
- Review internal documents and polices for accuracy.
- Answer phones, cover desks, and provide general admin support to your assigned division or team.
- Manage calendars, schedule meetings, and book travel (flights, hotels, rental cars).
- Track key dates and deadlines (also called "suspense dates") and send reminders to keep tasks on schedule.
- Issue building badges and manage ID/key tracking.
- Support staff in preparing internal packages or documentation and ensuring items are routed properly and submitted on time.
- Manage the flow of communications between departments and staff.
- Route incoming messages and tasks to the appropriate person with supporting materials when needed.
- Track task status and follow up on overdue or upcoming actions.
- Track quarterly metrics and field action metrics for visibility and distribution.
- Assist in maintaining, storing, and destroying classified or sensitive materials.
- Prepare, send, receive, and track secure materials and maintain delivery logs as needed.
- Manage reservations for conference rooms and maintain a calendar of meetings, training events, and conferences.
- Coordinate with tech support for any A/V or video conferencing needs. Prepare materials as needed.
- Ensure rooms are clean, set up, and meeting-ready at all times.
- Monitor supply levels and reorder as needed.
- Track supply orders and verify received items.
- Assist with equipment maintenance and troubleshooting (printers, shredders, postage machines, etc.).
- Enter, update, and manage data in spreadsheets and internal databases.
- Use Excel or similar tools to track workload, assignments, facility usage, training schedules, customer requests, etc.
- Prepare reports or summaries using collected data.
- Help staff stay on top of their responsibilities by monitoring project timelines and tasks.
- Track and report on status updates for various internal projects.
- Send regular reminders to managers and assist in planning ahead for upcoming work.
Travel & Financial Support:
- Review travel requests (DTS) for accuracy before approvals
- Assist with budget prep and reports for travel, supplies, and equipment
- Support staff with travel arrangements and expense processing
Vehicle & Equipment Support:
- Serve as the Government Owned Vehicle Coordinator
- Track and manage government vehicle use, dispatch logs, and mileage
- Support vehicle recordkeeping and accident documentation
- Assist with minor tech issues and coordinate repair or custodial services
- Help conduct inventory audits of office equipment
- Maintain accurate inventory records of offie property and assets
Technical Skills::
- Advanced knowledge and proficiency in Microsoft Office Suite
- Effective communication skills (both written and verbal) with the ability to prepare and make group/executive presentations
- Resourcefulness, initiative and skill to function in a fast-paced environment
- Attention to detail in goal/task accomplishment with minimal supervision
- Professionalism and the ability to interact effectively with others
- Ability to meet planned and unscheduled deadlines in a timely manner
- All personnel shall be able to work independently.
Qualifications:
- Bachelors Degree (8 years experience required as a substitution to education requirements)
- 2 years of relevant experience
- Superior oral and written communication skills
- Knowledge of Microsoft Office, Adobe
- US citizenship and English fluency
- Top Secret Level DoD Security Clearance
Our benefits package includes medical, dental, vision, Long Term Disability, Life Insurance, Short Term Disability, paid time off, paid holidays, flexible spending account, health savings account, health advocates, employee assistance program, tuition assistance program, 401k Plan ,as well as a fun and enthusiastic work environment that promotes a work/life balance!
To Apply:
VCI offers a team-oriented work environment and a competitive compensation and employee benefits package. If you have a commitment to excellence and want to join our team of top caliber professionals, we invite you to submit your resume electronically.
