Job Description
Department of Defense Human Resources Activity (DHRA) is a Field Activity of the Office of the Under Secretary of Defense, Personnel and Readiness (OUSD P&R) leading the way for a number of key DoD Components and programs. DHRA is a multifaceted organization with a diverse mission set. DHRA provides centralized and comprehensive personnel data management and analysis for the entire DoD; manages DoD enterprise-wide mission programs ranging from travel management, language and culture, to civilian human resource advisory services; and, ensures our Service members and their families, reserve, retired military members and their families, and civilian employees receive the care and support they are entitled through multiple and highly visible direct support programs.
PRIMARY RESPONSIBILITIES:
The Administrative Support VII shall:
- Provide executive level administrative support to include planning, prioritizing, and organizing project support work according to established or standard project/office procedures.
- Develop and maintains confidential and complex records and files.
- Compile and coordinates high level reports, responses, and other management-directed projects.
- Track and manages senior staff schedules.
- Maintain calendars for executive-level meetings; print and assemble meeting materials, as needed.
- Assist with the management of actions in the task management tool(s) (e.g., integrated master schedule); and monitor tasks across the DHRA enterprise on behalf of the supported Component.
- Serve as the focal point for receipt of input and events to be scheduled using the appropriate calendar (e.g., integrated, strategic calendars) and reconcile with task management system(s) as necessary, reconciling input and notify Government employee when there are conflicting competing events.
- Create and updates Microsoft PowerPoint slides.
- Draft, update, and coordinate documents for Senior Staff review and approval.
- Coordinate routing of incoming and outgoing correspondence/packages through the Department’s OSD Correspondence and Tracking System (CATMS), Task Management Tool (TMT) or other Government-approved tracking system.
- Prepare/assist in the preparation of agendas, read-ahead materials, place cards, directional signs, and briefing materials as directed by Government management/staff in accordance with DoD Manual 5110.04-M, Volume 1, DoD Manual for Written Material.
- Conduct correspondence management, utilizing the appropriate DHRA/organization templates, letterhead, and format, as prescribed by the DHRA style guide, written guidance, examples, and/or specific direction. Product provided should be of high standard with minimum administrative, spelling, or grammar errors.
- Provide administrative support in proofing, editing, and formatting DoD Policy and instructions, Standard Operating Procedures, and Award templates and write-ups for government review and approval. Administer quality assurance on packages prior to submission.
- Analyze documents to ensure responsiveness to specific tasking’s, document records requests, and other requests.
- Manage/track coordination on Policy documents in the DHRA OUSD P&R or SD Form 106, “DoD Issuances Program Coordination Record” process.
- Manage and track all taskers to ensure completion within given time frame.
- Maintain, revise, and update administrative documentation and training course content on SharePoint or shared drives to enable full government access and backup. Administrative content will include all forms of written material, correspondence, messages, notes, spreadsheets, slides, and other media. Presentation and/or course content shall contain at a minimum, briefing slides and scripted material. Content will be distributed to organization staff through one or more of the following: provisioned access to the general SharePoint site or topic-specific site, Leadership Training programs, job rotations, town hall meetings, brown-bag seminars, online forums, or distance learning hosted through the Talent Management SharePoint Site, as applicable to the course or presentation.
- Create reports, correspondence, and articles for publication, information products, print, and web.
- Assist with coordination of Component, Agency, and DoD-wide correspondence, as required.
- Review Government generated documentation for proper grammar, syntax, and format and confirm the accuracy and currency of information contained within the documentation.