Administrative Aide for Future Propulsion Plan Program Office

General Dynamics Electric Boat•New London, CT

About The Position

The Future Propulsion Plant (FPP) Programs will provide the increased submarine capability and technology to defend our Nation from our adversaries. The FPP Programs are in a period of growth to satisfy the demand for manpower to effectively execute new submarine designs. This role supports the Sr Program Manager and staff responsible for leading these initiatives. Minimum responsibilities include, but are not limited to: Provide administrative support to the Sr Manager of FPP Programs and staff Microsoft Outlook calendar and email management for Sr Manager Fielding telephone call, taking messages Schedule, set up, and run meetings using Adobe Connect, MS Teams, etc. Aid in administering conference room reservations Assist with encrypted file transfers Support with domestic and international travel arrangements and expense reports Preparing visit requests and process security clearances for offsite visits Communicating department management delegation information and maintaining records Commitment assignment and close out Collecting and organizing professional development plans for department employees Generate formal unclassified documents (internal memoranda, letters, transmittals, technical reports, conference reports) Generate formal classified documents (internal memorandum, letter, transmittals, technical reports, conference reports) Perform classified document packaging and distribution Assist with new employee on-boarding, employee internal transfers and employee severances Support with ensuring Cornerstone training is in compliance for all Program Office staff and assist Trainer in coordination of required courses Managing department tools including vacation calendar, organization charts, and Outlook group address books Updating and disseminating Department and Program Instructions Processing labor record corrections for employees Maintaining the department supply inventory Pick-up and distribution of department mail

Requirements

High School Diploma or GED
4-8 years of administrative experience in an office setting
Proficient MS Office skills: Required skills in Power Point include updating slide master format including text boxes and page numbering, formatting of text sizes /locations / content, and formatting of tables and charts Candidate must also be able to extract information from various files into a Power Point presentation. The information may be text, charts, tables, or images from Word, Excel or other Power Point files Candidate must be able to follow template and format protocol to ensure all presentations are professional and consistent
Required skills in Word include editing and updating text, formatting of fonts, header/footers, page numbers and page layouts
Required skills in Excel include building tables, developing charts, manipulating table/chart formats, formatting of fonts, header/footers, page numbers, and page layouts
Strong verbal, written and organizational skills as well as the demonstrated ability to effectively interact with and integrate a wide range of personnel within EB and outside of the company.
Must be confident in communicating and working with upper management as well as the customer
Must be reliable, possess a strong team orientation, be customer focused, and have a desire to work in a dynamic, fast-paced environment
Must be able to coordinate high-level internal and external customer meetings including meeting invites, reservation of proper conference room, set up, supportive documents, graphic requirements, and operating presentation equipment with efficiency
Must be able to accept unplanned assignments and meet the deadlines to support the program, including occasional overtime, evening, and/or weekend hours

Nice To Haves

Bachelor’s degree
Advanced MS Office skills: Preferred skills in Word include developing table of contents and linking footnotes
Experience working in a program office or engineering office
A strong background and experience dealing with EB technical and administrative departments such as Engineering, Contracts, Finance, Legal, and Accounting
Experience with Concur Travel Programs
Active security clearance
Well-developed interpersonal skills, communication skills
Motivated self-starter
Strong oral and written skills
Strong organizational and planning skills
Ability to maintain a professional demeanor under stressful situations
A desire to learn and grow in the position

Responsibilities

Provide administrative support to the Sr Manager of FPP Programs and staff
Microsoft Outlook calendar and email management for Sr Manager
Fielding telephone call, taking messages
Schedule, set up, and run meetings using Adobe Connect, MS Teams, etc.
Aid in administering conference room reservations
Assist with encrypted file transfers
Support with domestic and international travel arrangements and expense reports
Preparing visit requests and process security clearances for offsite visits
Communicating department management delegation information and maintaining records
Commitment assignment and close out
Collecting and organizing professional development plans for department employees
Generate formal unclassified documents (internal memoranda, letters, transmittals, technical reports, conference reports)
Generate formal classified documents (internal memorandum, letter, transmittals, technical reports, conference reports)
Perform classified document packaging and distribution
Assist with new employee on-boarding, employee internal transfers and employee severances
Support with ensuring Cornerstone training is in compliance for all Program Office staff and assist Trainer in coordination of required courses
Managing department tools including vacation calendar, organization charts, and Outlook group address books
Updating and disseminating Department and Program Instructions
Processing labor record corrections for employees
Maintaining the department supply inventory
Pick-up and distribution of department mail