Project Coordinator/Admin

IFAS LLC•Charleston, SC

2d•Onsite

About The Position

Essential Job Functions: The Project Coordinator’s primary responsibilities include, but are not limited to, the following: Assists the Director, Management Staff and staff of Contractors, Direct Hire Employees and high-profile Visitors with all official business needs. Also supports GC T&A and other GC administrative needs from time to time (as requested). Maintains leadership’s daily and long-range calendars and ensure operations are accomplished in a timely, professional manner; In addition, coordinating logistics and arranging meetings, conferences, teleconferences, and video-teleconferencing to include taking minutes and maintaining invitations and attendee contact rosters. Prepare and/or oversee travel arrangements for Direct Hire staff personnel and assist with developing travel reports and travel vouchers, upon completion of travel using E2 Travel System. Arrange reimbursement for expenses incurred, visas, passports, etc… Serves as the administrative point of contact for contractors and government staff personnel in a sensitive facility. Tasks include monitoring access to the space, preparing and maintaining essential logistic and security requirements for the space, answering phones, maintaining office files and the office filing system, delivers/retrieves/opens and routes mail as needed by subject matter, maintaining office supplies, maintaining printer paper supply, equipment, and furniture (notifying Desktop Support regarding fixes for color copier, including adding toner, color printer, including adding toner, B&W printer, includes adding toner, digital sender, shredders). Utilizes knowledge of administrative management, automation equipment, and/or various software packages to input, retrieve, compile and manage information. Handles a wide variety of potential sensitive situations and conflicts involving the clerical or administrative functions of the office that often cannot be brought to the attention of the supervisor. Acts as the division timekeeper using Tatel, for all assigned direct hire personnel and manages the reporting in the GC Timeclock App Teams database. Prepares, proofreads, and/or edits sensitive correspondence, recurring and ad-hoc reports, replies to inquiries, cables, agendas and like documents. Tasks may include technical writing/editing, documentation review, editorial consultation, and verification of proper coordination by both internal and external organizations. Acts as the primary escort for cleaning/maintenance staff and other “un-cleared” individuals when regular cleaning/repairs are needed using required communication procedures (announces when visitors are present and have departed). Schedules Video Teleconferences (VTCs) with other groups as needed and maintains conference room schedules to ensure space is available when needed. Arranges paperwork and notifications for visitors coming on base and acts as escort/point of contact when visitors arrive. Maintains records for control and accountability of classified correspondence, special access correspondence, and other material received in the office, making distribution to appropriate members of the staff. Ensures all office records are marked, filed, and retained in accordance with the records retention schedule.

Requirements

A four-year degree from an accredited college or university is preferred.
Two years of college + two years of experience relative to the specific position, or four years of experience relative to the specific position may be substituted for education.
Superior organizational, oral, and written communication skills and the ability to follow directions and have the ability to understand brief explanations of work requirements.
Superior level experience with computer applications (Excel, Power Point, Office and Word) is required.
Interpret and adapt guidelines, including written policies, precedents and practices.
Maintains a close and highly responsive relationship to the office’s day-to-day activities and works independently, receiving a minimum of detailed guidance.
Requires Top Secret/SCI security clearance or qualify for a security clearance.
Ability to collaborate with multiple business teams within the organization
Demonstrates a strong power of analytical reasoning
Demonstrates good judgement in selecting the proper mode of communication
Achieves result when confronted with major responsibilities and limited resources
Judicious in carrying out assignments without direction
Shows professional concern for quality work
Utilizes all available resources to achieve results
Demonstrates accuracy, thoroughness, and orderliness in performing work assignments
Displays an ability to learn rapidly and adapts quickly to changing situations

Nice To Haves

Previous experience working with confidential/classified information is preferred.

Responsibilities

Assists the Director, Management Staff and staff of Contractors, Direct Hire Employees and high-profile Visitors with all official business needs. Also supports GC T&A and other GC administrative needs from time to time (as requested).
Maintains leadership’s daily and long-range calendars and ensure operations are accomplished in a timely, professional manner
Coordinates logistics and arranging meetings, conferences, teleconferences, and video-teleconferencing to include taking minutes and maintaining invitations and attendee contact rosters.
Prepare and/or oversee travel arrangements for Direct Hire staff personnel and assist with developing travel reports and travel vouchers, upon completion of travel using E2 Travel System.
Arrange reimbursement for expenses incurred, visas, passports, etc…
Serves as the administrative point of contact for contractors and government staff personnel in a sensitive facility.
Monitors access to the space, preparing and maintaining essential logistic and security requirements for the space, answering phones, maintaining office files and the office filing system, delivers/retrieves/opens and routes mail as needed by subject matter, maintaining office supplies, maintaining printer paper supply, equipment, and furniture (notifying Desktop Support regarding fixes for color copier, including adding toner, color printer, including adding toner, B&W printer, includes adding toner, digital sender, shredders).
Utilizes knowledge of administrative management, automation equipment, and/or various software packages to input, retrieve, compile and manage information.
Handles a wide variety of potential sensitive situations and conflicts involving the clerical or administrative functions of the office that often cannot be brought to the attention of the supervisor.
Acts as the division timekeeper using Tatel, for all assigned direct hire personnel and manages the reporting in the GC Timeclock App Teams database.
Prepares, proofreads, and/or edits sensitive correspondence, recurring and ad-hoc reports, replies to inquiries, cables, agendas and like documents.
Acts as the primary escort for cleaning/maintenance staff and other “un-cleared” individuals when regular cleaning/repairs are needed using required communication procedures (announces when visitors are present and have departed).
Schedules Video Teleconferences (VTCs) with other groups as needed and maintains conference room schedules to ensure space is available when needed.
Arranges paperwork and notifications for visitors coming on base and acts as escort/point of contact when visitors arrive.
Maintains records for control and accountability of classified correspondence, special access correspondence, and other material received in the office, making distribution to appropriate members of the staff.
Ensures all office records are marked, filed, and retained in accordance with the records retention schedule.