• Administrative Manager

    Job Location
    VA-Rosslyn
    # of Openings
    1
    Security Clearance
    Active Secret
    Percentage of Travel Required
    5% - 10%
    Type
    Regular Full-Time
  • Overview

    Perform a variety of administrative and management analyst duties providing mission support in one or more areas within the program. Perform routine office management assignments such as maintaining and auditing trackers, coordinating recruiting and onboarding, answering program questions, reserving conference rooms, and assisting senior staff with deliverables. Act as a liaison to directors and senior management teams, organize and coordinate executive outreach and external relations efforts, and oversee special projects.

    Responsibilities

    • Program Administration
      • Audit team leave requests and submit report to DPM regarding team coverage conflicts
      • Compile information on status updates and due dates for all deliverables as well as record and update Senior Management on deliverable timelines
      • Act as a triage center for Senior Management to direct and escalate issues to the appropriate Senior Manager
      • Schedule program meetings and conference rooms
      • Compose and prepare correspondence which may be confidential at times
      • Act as a "gatekeeper" and "gateway" role, to create win-win situations for direct access to the Program Manager’s time and office
    • Program Analysis 
      • Create and maintain program trackers by compiling a large amount of data from various sources and systems
      • Audit and reconcile a weekly activities deliverable
      • Assist with reconciling data discrepancies in/between cost reports, invoices, and program activities
      • Create and maintain Administrative Standard Operating Procedures and disseminate to the program
      • Analyze program deliverables for gaps and provide feedback to authors
    • Recruitment and Staffing
      • Coordinate recruiting activities with Moss Cape and its subcontractors, including receiving resumes, scheduling interviews, and tracking recruitment activities to hire
      • Coordinate onboarding of all team members
      • Maintain and update all onboarding materials
      • Coordinate all offboarding procedures and requirements
    • Travel Coordination
      • Arrange complex and detailed travel plans, including visa submittals, flights, hotels, and car rentals
      • Assist the Cost Manager with travel invoicing reporting and reconciliation, as needed
      • Assist with creating travel estimates for approval from customer prior to travel
      • Act as a POC for travel issues while team members are abroad
      • Compile documents for travel and hold a travel prep meetings for traveling team members
    • Other Responsibilities
      • Research, prioritize, and follow up on incoming issues and concerns addressed to Senior Management, including those of a sensitive or confidential nature, and determine an appropriate course of action, referral, or response
      • Provide leadership to build relationships and manage a variety of special projects for Senior Management, some of which may have organizational impact
      • Prioritize conflicting needs, handle situations expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
      • Ensure Moss Cape’s marketing slicks and collateral is kept updated and respond to requests for materials regarding the Program Manager and the organization in general
      • Perform other tasks consistent with the goals and objectives of the department/contract
      • Perform other duties as assigned by Program Manager

    Qualifications

    • Education:
      • Bachelor’s degree
    • Required Knowledge/Experience:
      • 5 – 10 years of experience supporting executives
      • Demonstrated ability to analyze data and reconcile data discrepancies
      • Demonstrated ability to work independently with little supervision 
      • Highly detailed oriented
      • Proficient in Microsoft Office (Outlook, Word, Excel, Visio, and Power Point), Adobe Acrobat, and Cloud Based Platforms
      • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
      • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and internal employees
      • Expert level written and verbal communication skills
      • Demonstrated proactive approaches to problem-solving with strong decision-making capability

    Other Responsibilities

    • Perform other tasks consistent with the goals and objectives of the department/contract
    • Perform other duties as assigned by Program Manager

    Invest in a company that invests in you! Moss Cape provides its employees with ample opportunities for career growth and development. Tuition reimbursement is offered to help employees further their education and skillset. Other perks include Open Leave, 401k matching with immediate vesting, Medical, Vision, and Dental coverage.

     

    EEO/AA Employer Minorities/Females/Vets/Disability

     

    Disclaimer: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

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