Principal Support Administrator

ACTIVE TS/SCI WITH FULL SCOPE POLY REQUIRED

Position Objective: Provide services as a Principal Support Administrator in the Washington Metro area. Principal Support work entails providing direct executive administrative support to a principal or group of principals whose scope of responsibility, span of influence, and impact requires the contractor to initiate outreach and interactionsprimarily with executives and other personnel from within, and superior to, the supported principal's organization, and with a diverse mix of internal and external contacts. Primary duties are to proactively manage the principal's calendar and unscheduled demands on the principal's time, and preparing the principal for meetings. The work may also include providing, coordinating, and/or overseeing administrative support to others on the supported principal's staff. The scope, complexity, influence, and impact of the supported mission proportionately increases the complexity of Principal Support work. The work environment generally is moderate to fast-paced, and errors in judgment or action result in consequences with some risk and impact to mission operations.

Principal Support work is performed independently with general review and guidance from a senior officer or the supported principal, and has latitude to exercise independent judgment to complete tasks.

Duties and Responsibilities:

Depending on the functions and business areas supported, duties may include the following:

• Principal/s Calendar Management
  • Proactively manage calendar and schedule items by applying considerable knowledge of the principal's role and responsibilities in relation to the supported mission and working knowledge of larger mission priorities.
  • Coordinate with others, primarily from work units within or superior to the principal's organization, and with a diverse mix of internal and external contacts to effectively resolve calendar conflicts, applying a working knowledge of protocol. Notify attendees and their staff of scheduled calendar items.
  • Reschedule calendar items to accommodate new requirements and shifting priorities. Apply a working understanding of the roles and interrelationships among entities and the implications of making calendar changes. Independently and proactively resolve any additional calendar conflicts created by new requirements. Notify appropriate personnel affected by changes, using a working knowledge of protocol procedures.
  • Ensure an appropriate alternate is identified and notified to attend select standing meetings when the supported principal is unable to attend.

• Principal Support
  • Manage the principal's time by applying working knowledge of mission priorities, principal's business area(s) and personal preferences, Agency protocol, and organizational hierarchy to screen, vet and prioritize emails, visitors and phone calls.
  • Prioritize unscheduled demands and determine threshold of issues that need to rise to principal's attention, using sound judgment, considerable knowledge of the supported mission priorities, and working knowledge of Agency and/or IC concerns.
  • Respond directly to inquiries when appropriate or take action to facilitate resolution of a range of inquiries and concerns related to the supported mission. Vet and refer visitors, callers, email and other correspondence to appropriate Agency, IC, or other external contacts, rather than the principal, when feasible.
  • Seek information from appropriate Agency/IC resources or other external resources to provide background information the principal will require to adequately address and resolve issues and concerns not deferred to others. Track assigned actions to ensure completion and response.
  • Place and answer phone calls for the principal; employ proper protocol.

• Liaison for the supported principal
  • Exercise tact, diplomacy, and discretion while serving as principal's liaison for interactions with officers at all levels within and outside the organization.
  • Interact confidently and effectively on behalf of the principal by communicating orally or in writing their requirements and priorities on routine to moderately complex mission-related issues.
  • Provide information or respond accurately to routine to moderately complex questions and/or technical/administrative issues and requests in a clear, concise, credible and courteous manner, and in the appropriate way (i.e., orally by phone or in person, or in writing via email, letter or memorandum).
  • Maintain and expand a network of professional contacts and working relationships with personnel from the Agency, IC, and a diverse mix of internal and external contacts to influence work outcomes and accomplish duties. Build network relationships that influence officers beyond the supported principal's organization.

• Correspondence/Records Management
  • (U) Draft clear, concise, hard and soft copy routine to moderately complex correspondence on behalf of the principal, emulating their style and voice.
  • (U) Format, proofread, and edit correspondence and other documents to ensure clarity, accuracy, grammar, and conformance with Agency/IC correspondence guidance. Route correspondence and track status through completion. As needed, track edits and multiple versions of documents.
  • (U) Review correspondence and other documents to determine if question or concern is adequately addressed. Adapt submitted correspondence and other documents to enhance presentation and to more effectively convey information to the intended audience. Utilize Microsoft Office Suite or other applications to complete work.
  • (U) Review correspondence and other documents to ensure documents are properly classified. Guide others within office on proper document and correspondence preparation, classification, and routing.
  • (U) Establish or improve on existing records management plan in compliance with pre-established protocols; maintain and archive files accordingly. Organize hard and soft copy files, records, and information for easy retrieval.

• Meeting/Event Preparation
  • (U) Anticipate requirements and subsequently independently research and analyze information required for meetings, seek information from personnel within the supported principal's organization or appropriate Agency, IC, or other external resources to provide background information the principal will require for meetings and other engagements. Follow-up to ensure material is ready for review in advance of meeting.
  • (U) Compile and/or review for accuracy and completeness, packages, briefing books, and background materials in support of principal's meetings; evaluate content and highlight key meeting details.
  • (U) Determine appropriate meeting venue and arrange for needed logistics and security (required audio/video capabilities; adequate size room or other venue; transportation, sufficient travel time, parking; visitor requests, clearances, badges, escorts) to ensure principal and/or attendees have the required access and resources to attend and participate in the meeting or event.

• Travel Planning and Coordination

• Conduct coordination of the principal's proposed travel plans with all appropriate offices to ensure itineraries meet principal's requirements. This may include coordination of itineraries and passports/visas for travelers accompanying the principal.
• Secure transportation and lodging reservations via internal travel system. Prepare and submit requests for travel and temporary duty request, if required. Follow up on all submissions to ensure principal's requirements are met.
• Identify, draft, prepare and/or obtain required travel documentation, including passports, visas, official correspondence, and trip cards.
• Consult with Center for Global Health Services (CGHS) to determine if principal's immunizations are current; schedule appointments to obtain immunizations if required.
• Prepare travel accounting for principal's review and submission.

• Support mandatory compliance/training requirements
  • Prepare and submit any mandatory or other reporting documentation on behalf of principal.
  • Confirm principal's mandatory or other training requirements. Advise and remind principal of requirements and deadlines for completion.

• General Office Support
  • Manage day-to-day office operations and seek to improve office workflow. Clarify assigned roles/tasks, track, and monitor administrative support-related actions to ensure completion. Track, monitor, and follow up on ongoing projects and initiatives.
  • Recognize impact and interrelatedness of discrete administrative support functions. Collaborate with other support personnel or staff officer to ensure fluid office operations.
  • Oversee or execute a variety of support activities and functions (e.g., mail screening and distribution, vault custodian duties, maintaining conference room calendars, office supplies, and office equipment maintenance to include trouble-shooting basic problems, arranging repairs, and guiding others on equipment use).
  • Serve as time and attendance (T&A) timekeeper. Monitor T&As each pay period to ensure completion, certification and authorization, and notify appropriate staff officers for action within deadlines.
  • Monitor arriving and departing personnel to ensure check-in/check-out procedures are completed. Ensure shared drive and database accesses are granted or removed accordingly. Update email groups and maintain phone directories/rolodex of key contacts.
  • Coordinate office events (e.g., All-Hands meetings, off-sites) in collaboration with office management/support staff.

Basic Qualifications:

• Active TS/SCI with Full Scope Poly required
• High School Diploma or GED
• Four to five (4-5) years of progressively responsible administrative support experience with at least one to two (1-2) years of administrative support at the executive level.
• Extensive working knowledge of Microsoft Office Suite applications (Outlook, Word, Power Point, and Excel) and other tools in order to format and adapt submitted correspondence for ease of presentation. Ability to track edits and multiple versions of documents.
• Working knowledge of travel activities to support planning and scheduling of travel arrangements.
• Working knowledge of mission priorities to proactively manage and deconflict calendars and to determine threshold issues that need to rise to the principal's attention.
• Working knowledge of Agency/IC protocol for contacting senior executives.
• Working knowledge of Agency/IC structure, regulations, policies and protocols to represent principal and to complete routine to moderately complex tasks.
• Working knowledge of the roles, responsibilities, and interrelatedness of the supported principal's organization, the IC, the organizations and executives with whom the principal regularly interacts, and considerable knowledge of the principal's role in relation to each.
• Working knowledge of Agency and IC administrative processes, policies, and procedures, and internal support discipline applications and databases to fulfill duties, guide and teach other administrative support personnel.
• Working knowledge of current practices associated with filing and tracking systems, including rapid storage and retrieval of information.

Minimum Qualifications:

• Associates or Bachelors Degree preferred.
• Ability to communicate in a clear and concise manner, sufficient to convey moderately complex ideas and information on technical/administrative mission-related issues in a well-organized, logical, concise, credible and courteous manner that is appropriate for the situation, topic, and listener, and consistent with the principal's perspective or position.
• Writing skills sufficient to compose accurate, comprehensive, soft and hard copy written products on moderately complex or sensitive subjects, tailored for the audience.
• With guidance from the Government, representational skills (tact, diplomacy, protocol) to confidently, respectfully, and professionally represent principal, area of assignment, and/or Agency at mission-related meetings, events, and forums.
• Critical thinking skills sufficient to make sound and timely recommendations and/or decisions in unique situations, considering alternate actions.
• Analytical skills sufficient to analyze complicated and/or sensitive information to address moderately complex mission-related issues.
• Research skills sufficient to exploit internal resources, the Internet, and other conventional and unconventional sources.
• Collaboration skills to work with others on activities or projects.
• Negotiation and interpersonal skills to effectively de-conflict and resolve moderately complex mission-related technical or administrative issues or concerns.
• Organizational skill and attention to detail sufficient to plan, coordinate, track, and execute moderately complex work.
• Time management skills to meet and adapt to changing requirements and shifting priorities, with general guidance from the principal or others.
• Ability to discern nuances in the scope and sensitivity of issues, ask targeted questions to gain a thorough understanding, and take appropriate action.
• Ability to independently respond to mission-related requests, issues or concerns, or task appropriate personnel to respond.
• Ability to operate successfully in a moderate to fast-paced work environment.
• Ability to exercise tact, diplomacy, discretion, and confidentiality in interactions with all level of contacts within and outside the organization.
• Ability to establish, maintain, and leverage contacts and professional relationships to accomplish duties.
• Ability to adapt to changing work requirements and priorities.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at recruiting@gapsi.com . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.