The Role
On-site program administration manager supporting a Navy program: coordinate and facilitate meetings, track action items, prepare executive briefings and reports, maintain records and repositories, support acquisition/modernization admin workflows, improve processes, and interface with government leadership, PMWs, NAVWAR, contractors, and stakeholders.
Summary Generated by Built In
cFocus Software seeks a Administrative Manager to join our program supporting the United States Navy (DON). This position is on site in the San Diego, CA area. This position requires a Secret clearance.
Qualifications:
Duties:
Qualifications:
- Active Secret clearance
- Bachelor’s degree in Business Administration, Management, Public Administration, Communications, Project Management, Information Systems, or a related discipline.
- 7+ years of experience supporting program administration, executive support, project coordination, or business operations.
- Experience supporting Department of Defense, Department of the Navy, NAVWAR, acquisition, modernization, or technical programs is highly desirable.
- Knowledge of program administration, office management, executive support, and business operations.
- Experience coordinating meetings, schedules, task management, correspondence, and executive communications.
- Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
- Ability to develop reports, briefings, executive summaries, white papers, and professional correspondence.
- Experience maintaining records, document repositories, databases, and tracking systems.
- Ability to analyze information, identify issues, and provide recommendations for resolution.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office Suite, SharePoint, Teams, Outlook, Excel, Word, and PowerPoint.
- Ability to work effectively with senior Government personnel, program managers, engineers, and cross-functional teams.
Duties:
- Plan, coordinate, schedule, and support technical reviews, working groups, program management reviews, executive meetings, and stakeholder engagements.
- Prepare meeting agendas, briefing materials, attendance rosters, conference logistics, virtual meeting coordination, and meeting documentation.
- Facilitate meetings and maintain meeting minutes, action item trackers, decision logs, and follow-up documentation.
- Track, coordinate, and monitor completion of assigned action items and ensure timely responses from stakeholders.
- Prepare recurring and ad hoc program documentation including executive summaries, white papers, issue papers, reports, correspondence, charts, graphics, presentations, and status briefings.
- Support Government leadership by collecting, validating, analyzing, and organizing program information for decision-making purposes.
- Manage administrative workflows associated with modernization planning, installation activities, engineering support, configuration management, and acquisition support functions.
- Coordinate and respond to recurring and ad hoc data calls, information requests, taskers, and reporting requirements.
- Maintain administrative records, document repositories, correspondence files, action trackers, schedules, and program databases.
- Review documentation for completeness, quality, consistency, formatting, and compliance with Government requirements.
- Support database user testing, change request tracking, process improvement initiatives, and administrative system enhancements.
- Develop and maintain metrics, dashboards, workload reports, staffing reports, and performance tracking tools.
- Coordinate staffing actions, onboarding support, travel documentation, training records, meeting schedules, and administrative logistics.
- Support preparation and delivery of monthly status reports, executive reports, program reviews, and management briefings.
- Monitor suspense dates, deliverable schedules, milestone tracking, and administrative deadlines.
- Coordinate communications among Program Management Warfare Offices (PMWs), NAVWAR organizations, contractors, Fleet stakeholders, and external agencies.
- Provide recommendations to improve administrative processes, workflow efficiency, communication practices, and organizational effectiveness.
- Ensure all administrative products are coordinated, reviewed, approved, and delivered in accordance with required formats, schedules, and Government guidance.
Skills Required
- Active Secret clearance
- Bachelor's degree in Business Administration, Management, Public Administration, Communications, Project Management, Information Systems, or related discipline
- 7+ years experience supporting program administration, executive support, project coordination, or business operations
- Experience supporting Department of Defense, Department of the Navy, NAVWAR, acquisition, modernization, or technical programs
- Knowledge of program administration, office management, executive support, and business operations
- Experience coordinating meetings, schedules, task management, correspondence, and executive communications
- Strong organizational skills and ability to manage multiple priorities, deadlines, and stakeholders
- Ability to develop reports, briefings, executive summaries, white papers, and professional correspondence
- Experience maintaining records, document repositories, databases, and tracking systems
- Ability to analyze information, identify issues, and provide recommendations for resolution
- Excellent written and verbal communication skills
- Proficiency with Microsoft Office Suite, SharePoint, Teams, Outlook, Excel, Word, and PowerPoint
- Ability to work effectively with senior Government personnel, program managers, engineers, and cross-functional teams
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The Company
What We Do
Established in 2006, cFocus Software automates FedRAMP compliance and develops government chatbots for the Azure Government Cloud, Office 365, and SharePoint. cFocus Software is the exclusive vendor of ATO (Authority To Operate) as a Service™, which automates FedRAMP compliance for the Azure Government Cloud and Office 365. Contact Us for a demo of ATO as a Service™ or a FREE government chatbot proof of concept project today!
