Administrative Services Manager

Los Angeles, CA, United States

Administrative Services Manager (SSC/CGE)

DEFTEC delivers mission critical solutions through skillfully delivered services and innovative products. We are inspired by the critical missions of our clients, and we are driven to provide the most effective solutions to execute their missions, operational challenges, and requirements. Our dedicated, experienced, and talented employees work closely with our clients to ensure the delivery of exceptional services and products.

POSITION OVERVIEW

DEFTEC Corporation is seeking an Administrative Services Manager. Who will Analyze, interpret, track, monitor and disseminate all tasks (e.g., performance reports, employee feedbacks, promotion recommendation forms, awards and decorations, quarterly/annual awards, special trophies, training, and program director tasks), including monitoring personal email, organizational email, and Task Management Tool for tasks, and assisting in reviewing, coordinating, distributing, consolidating, analyzing, and monitoring action items and responses to ensure deadlines are met

JOB RESPONSIBILITIES:

Receive tasking by email, telephone, or a Task Management Tool and to receive, document, generate, distribute, track and close tasks at the program leadership level.

Open, read, understand, and properly distribute tasks to the responsible parties, accordingly, supplying supporting references, as available, or closing tasks, when possible, prior to distribution.

Schedule and distribute recurring tasks and program-related materials, review and evaluate tracking and tasking processes, track suspense, monitor status, and provide action item coordination, review accuracy, ensure timeliness, recommend changes, and provide quality control of presentations, briefings, and media relations.

Coordinate with Program Office personnel and track the status of all tasks, action items, suspense, and responses at a minimum from receipt through closure with the originator.

Ensure timeliness, recommend changes, and provide quality control of presentations, briefings, and media relations for a program leadership.

Consolidate or prepare program memoranda, staff summary sheets, program office briefings, and other similar action officer duties.

Review responses to all taskers and efficiently staff responses for Government approval, distribution, and closure.

Ensure that responses are technically and programmatically accurate with sufficient detail to complete the tasks.

Assess, develop, evaluate, and consolidate responses for answering technical and programmatic inquiries by working closely with the appropriate program personnel and program partners and stakeholders.

Analyze, interpret, track, monitor and disseminate all tasks (e.g., performance reports, employee feedbacks, promotion recommendation forms, awards and decorations, quarterly/annual awards, special trophies, training, and program director tasks), including monitoring personal email, organizational email, and Task Management Tool for tasks, and assisting in reviewing, coordinating, distributing, consolidating, analyzing, and monitoring action items and responses to ensure deadlines are met.

Review, edit, and obtain leadership approval prior to submitting packages to oversight authorities.

Perform the duties of the Records Custodian to create, modify, and maintain the file plan in the Air Force Records Information Management System (or some similar process), including working directly with an Organization Functional Area Records Manager to ensure staff assistance visits are conducted and discrepancies are corrected.

QUALIFICATIONS:

Required Qualifications:

M.A., M.S., or MBA in a related field or in lieu of a degree at least 10 years of relevant experience

At least 15 years of relevant administrative support experience

At least 5 years of direct support to U.S. Military Service program leadership

Possess an Active Secret security clearance

Proficiency in MS Office Suite applications

Preferred Qualifications:

Training or certifications in advanced task management tracking tools

Specific administrative support experience with the U.S. Air Force or the U.S. Space Force

DEFTEC offers a comprehensive whole life benefits package that includes medical, dental, vision, holiday, paid time off, life insurance, short/long term disability, and educational reimbursement. DEFTEC also matches 401k contributions dollar for dollar up to 3% of employee's income and an additional $0.50 for every dollar between 4-5% of employee's income. The DEFTEC team is comprised of professionals who make a difference every day in crucial missions related to national security. Our leadership knows that this happens by employing a diverse team who is well taken care of. Our employees are our top priority making DEFTEC an ideal place to work.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Please contact if you require reasonable accommodations.

DEFTEC is a Drug Free Workplace where post offer applicants and employees are subject to testing for marijuana, cocaine, opioids, amphetamines, PCP and alcohol when criteria is met as outlined in our policies.

AAP/EEO Statement

DEFTEC Corp is an Equal Opportunity and Affirmative Action Employer and prohibits discrimination and harassment of any type on the basis of actual or perceived race, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, civil union status, sexual orientation, military and veteran status, denial of family and medical care leave, arrest record and/or any other characteristic(s) protected by federal, state or local law.

This policy applies to all terms of employment including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, training, compensation, benefits, employee activities and general treatment during employment.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

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