Workflow Administrator

Description

The Workflow Administrator will provide critical support to the Executive Correspondence Office (ECO) within the Research & Engineering (R&E) Business Operations division, located at the Pentagon. This role requires exceptional organizational skills, attention to detail, and the ability to manage high-level correspondence and workflow processes in a dynamic and high-pressure environment. The ideal candidate will ensure all correspondence and tasking are managed effectively, tracked accurately, and delivered in compliance with established protocols and deadlines.

Primary Responsibilities:

• Task and Correspondence Management:
• Monitor the Correspondence and Task Management System (CATMS) to ensure tasks are accurately tracked, prioritized, and completed within defined timelines.
• Triage incoming tasks, assign appropriate priorities, and proactively follow up on outstanding actions.
• Ensure senior leader decisions are communicated clearly and accurately via prepared correspondence.
• Document Preparation and Review:
• Draft, review, and edit correspondence, reports, and tasking packages for clarity, completeness, and adherence to established formats and standards.
• Validate documents for logical structure, compliance, and alignment with senior leadership expectations.
• Prepare briefing materials, reports, and supporting enclosures for senior-level review and approval.
• Communication and Coordination:
• Serve as a primary point of contact for coordinating correspondence with internal teams and external stakeholders, including OSD Front Offices, Joint Staff, Defense Agencies, Congress, and other government organizations.
• Professionally engage with senior leadership and stakeholders to ensure efficient task execution and issue resolution.
• Provide excellent customer service via phone, email, and in-person communication.
• Records and Document Control:
• Maintain accountability and organization of both electronic and hard-copy correspondence files.
• Ensure all correspondence control systems reflect real-time task status and document tracking.
• Safeguard classified materials, ensuring proper handling, storage, and destruction in compliance with DoDM 5200.01 guidelines.
• Administrative Support:
• Order and maintain office supplies and ensure seamless daily operations within the Executive Correspondence Office.
• Oversee document routing and ensure adherence to approved distribution protocols.
• Quality Assurance:
• Analyze correspondence and documentation for accuracy, consistency, and completeness.
• Recommend improvements to workflow processes and communication strategies to enhance efficiency and effectiveness.
• Identify gaps or bottlenecks in the correspondence workflow and propose actionable solutions.

Qualifications

• Bachelor's degree from an accredited college or university & 10+ years of experience.
• In lieu of a degree, four (4) years of specialized experience (including military or industry experience), in addition to the minimum required experience.
• • Minimum of 5 years of recent and relevant experience supporting executive-level operations.
  • Demonstrated experience in correspondence management and workflow coordination is required.
  • Preferred experience supporting Senior Executives in Government, Military (DoD Flag/General Officers), or Private Sector (Chief level) environments.
• Clearance:
  • Active Top Secret (TS) clearance with the ability to obtain and maintain SCI eligibility.
• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access).
  • Strong verbal and written communication skills.
  • Exceptional attention to detail and organizational abilities.
  • Ability to manage competing priorities in a high-pressure environment.
  • Familiarity with CATMS (Correspondence and Task Management System) or similar systems.
  • Previous experience working in a DoD or military command environment.
  • Demonstrated ability to support senior-level correspondence and workflow management.

SAIC accepts applications on an ongoing basis and there is no deadline.

Covid Policy: SAIC does not require COVID-19 vaccinations or boosters. Customer site vaccination requirements must be followed when work is performed at a customer site.