• Prioritize tasks to meet deadlines, consistently stay up to date and communicate priorities effectively.
• Maintain and update schedule amid rapid changes, and ensure all meetings are set up for success.
• Create emails and follow-ups based on given information, answer via email and remove unnecessary information.
• Conducting research on various topics.
• Relationship Management, engage with business contacts
• Providing customer/supplier support.
• General office support, including planning, organizing, and supporting conferences, setting up and reserving conference rooms for the entire staff.
• Manage all aspects of program-related administrative files, to include logistics and property book management.
• Provide office management support and coordination during special events, such as testing and deployment.
• Identify office supply requirements for government purchase card (GPC) holders.
• Create travel orders and manage travel staffing.
• Perform administrative processes such as initiating visit requests.

Skills: Task Prioritization, Scheduling Management, Email Communication, Research, Relationship Management, Customer Support, Office Coordination, Travel and Administrative Support

• Prepare correspondence and documents IAW Navy/Center guidelines
• Review and finalize correspondence/documents prepared by others IAW Navy and NIWC Pacific guidelines
• Respond to non-technical requests for information which can be satisfied from references, records, files or professional knowledge
• Receive telephone calls and greet visitors ascertaining nature of their call or visit
• Coordinate the scheduling of Division conference rooms
• Prepare and disseminate visit requests using Joint Personnel Adjudication System (JPAS) and Total Workforce Management System (TWMS)
• Assist in preparation of presentation and briefing materials
• Support teams on special projects/tasks
• Take meeting notes and distribute to proper personnel
• Assist personnel with domestic and foreign travel arrangements using the Defense Travel System (DTS) IAW Joint Travel Regulations
• Perform timekeeper functions in Navy Enterprise Resource Planning (N ERP) system

Skills: Correspondence Preparation, Document Review, Information Management, Customer Service, Scheduling Coordination, Visit Request Processing, Presentation Support, Meeting Documentation

• Maintain and update records and files
• Maintain/update specified websites with provided content
• Assist in coordination and completion of data calls
• Manage office supplies and printers and provide input for restocking
• Serve intermittently in the Division Office, when Division Assistant is unavailable
• Generate and review travel authorization/vouchers
• Distribute visit notices, reserve parking spaces
• Prepare hiring packages, to include Standard Form 52, Department of the Navy (DON) Recruit/fill Request form, NIWC Science and Technology Reinvention Laboratory (STRL) pay setting worksheet, and DON civilian acquisition coding sheet
• Scanning and filing of various test records/reports
• Manage shipping/receiving process (filling out, organizing, filing, etc.)
• Print and assemble document packages

Skills: Record Management, Website Maintenance, Data Coordination, Office Supply Management, Travel Authorization Processing, Visitor Coordination, Hiring Package Preparation, Shipping and Receiving Management

• Providing user support for Microsoft Office Suite, Teams, SharePoint, Zotero (reference management software), and Adobe Acrobat, including troubleshooting and resolving issues and maintaining company-branded Word templates
• Training staff on the use of Microsoft Teams and managing administration of the software
• Serving as administration backup for corporate website and internal SharePoint site and the setup of SharePoint sites for specific clients
• Compiling navigable and bookmarked Adobe Acrobat PDF files, proofing PDF files compiled by others and organizing file storage
• Formatting documents and spreadsheets according to company standards
• Producing, binding, and shipping hard copies
• Managing IT procurement, shipping, and receiving
• Maintaining an inventory of IT equipment
• Preparing and distributing IT software tips and instruction
• Maintaining IT training rosters, reviewing and helping to approve specific training courses, and following up with staff overdue for training
• Drafting IT policy documentation and coordinating reviews and distribution.

Skills: Microsoft Teams Training, SharePoint Administration, PDF Compilation and Proofing, Document and Spreadsheet Formatting, IT Procurement Management, Inventory Management, IT Training Support, IT Policy Documentation

• Plans and organizes workflow/tasks.
• Sets priorities to meet goals and deadlines.
• Applies independent judgment and problem-solving skills, handles difficult situations.
• Demonstrates extensive working knowledge of applicable laws, policies, and procedures.
• Reviews and maintains department procedures and work instructions.
• Oversees quality control, ensure procedures are followed, compliance with law.
• Assists Elections Administrators with day-to-day operations.
• Oversees and assigns responsibilities to temporary employees.
• Assists in developing and updating training materials for temporary employees.
• Uses MS Word for updating procedures and developing training materials.
• Communicates with public, coworkers, and employees by phone, email, and written correspondence.
• Uses MS Excel for tracking ballot statistics, maintaining checklists, and developing work schedules.
• Establishes work schedules and reviews timesheets for temporary employees.
• Trains temporary employees and inputs data entry.

Skills: Independent Judgment, Legal and Policy Knowledge, Procedure Review, Quality Control, Staff Supervision, Training Development, MS Word Proficiency, MS Excel Proficiency

• Experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. 
• Experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation
• Proficiency in Microsoft Office.
• Proficiency with remote meeting tools such as Zoom, Teams, and Go To Webinars.
• Proficiency with office technology such as personal computers and copiers.
• Ability to contribute to strategic planning.
• Strong organizational, time management and prioritization skills.
• Strong attention to detail.
• Ability to anticipate needs and take initiative.
• Excellent written and verbal communication and presentation skills.
• Experience in creating and maintaining a work environment that is respectful and accepting of diversity among team members and the people we serve.

Qualifications: BA in Business Administration with 2 years of Experience

• Ability to accurately collect, record, and report data using Homeless Management Information System (HMIS)
• Ability to accurately collect, record, and report benefits data using Online Application Tracking (OAT) system
• Knowledge of laws, regulations and policies relevant to the agency.
• Knowledge of Excel, grammatical rules, and/or clerical formats.
• Working knowledge of general administrative service functions, and of the care of operation of standard office equipment and machines.
• Ability to collect and assemble information in a clear, concise manner.
• Ability to understand, execute and convey complicated oral and written instructions.
• Ability to communicate effectively, both orally and in writing.
• Ability to organize, coordinate and schedule work assignments.
• Ability to exercise judgment and discretion in interpreting and applying policies and procedures.
• Ability to deal effectively with the public in handling inquiries and communicating information.

Qualifications: BA in Office Management with 2 years of Experience

• Ability to compose and properly format basic business letters and memos using correct grammar, spelling and punctuation.
• Ability to proofread basic documents and to reconcile/balance simple accounts.
• Demonstrated proficiency using computer office software including word-processing and spreadsheet applications. 
• Ability to perform internet searches and use e-mail. 
• Ability to create presentations using PowerPoint or similar programs desired.
• Knowledge of basic office procedures, etiquette and discretion, professional manner and attire, courteous phone manners and office reception.
• Ability to effectively prioritize work.
• Familiarity with basic budget and bookkeeping procedures desired.
• Familiarity with department programs/curricula and ability to answer questions related to course offerings/student study plans.
• Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.

Qualifications: BA in Communications with 4 years of Experience

• Experience in an administrative assistant position preferably in a marketing or advertising environment
• Computer proficiency in Microsoft Office Suite, strong PowerPoint knowledge 
• Strong interpersonal skills, develops supportive relationships with all employees, regardless of level
• Able to communicate clearly both verbally and in writing
• Highly organized, with a strong attention to detail
• Works independently with a high level of accuracy
• Willing to handle any detail, no matter how small, to ensure work is handled smoothly and efficiently
• Experience working in higher education in a Physical Plant or similar department.
• Working knowledge of CMMS, especially FAMIS or equivalent work request system
• Experience with DayForce time management or equivalent.
• Experience with Banner or equivalent.

Qualifications: BA in Human Resources with 3 years of Experience

• Experience in a professional business setting.
• Experience with JIRA
• Must possess strong communication skills to draft memorandums, correspondences, and/or presentations.
• Must possess strong organizational skills to schedule meetings utilizing Microsoft Outlook, secure call-in numbers, prepare meeting agendas, and arrange conference room facilities.
• Must have superior attention to detail.
• Ability to balance high profile priorities, demonstrate good judgement and operate as a reliable team member.
• Must be able to track office expenses and manage department purchases.
• Must possess the ability to meet multiple deadlines in a changing environment.
• Must have excellent communication and presentation skills.
• Must possess strong computer skills including Microsoft Outlook, Word and Excel. 
• Must be able to adapt and learn new systems quickly.

Qualifications: BA in Public Administration with 3 years of Experience