Position: Operations Administrative Specialist
Location: Remote, USA
Clearance: Capable of obtaining a DOD Security Clearance
Travel: Minimal
Position Summary:
The Operations Administrative Assistant is responsible for maintaining, analyzing, optimizing, and improving an organization's computer systems, operations, initiatives, processes, and procedures. They will perform administrative duties required for the operations section of Seventh Dimensions, while evaluating program metrics and performance to identify system trends and opportunities for improvement that will support projects. The Operations Administrative Assistant will collaborate across departments, work with stakeholders to determine the needs of program/project teams and can effectively communicate across the wide range of groups involved.
Essential Duties and Responsibilities
• Integration planning and project management support
o Monitor integration metrics for tracking and reporting acquisition and integration successes and areas for improvement
o Act as the escalation point for issues or blockers to the work stream leader and Integration management stakeholders
o Ensure that project coordinators and project team members are managing the timelines, milestones, and resource allocations for all their assigned integration initiatives
o Ensure initiative progress meetings are held regularly and risks are properly identified and communicated
o Support growth initiatives (Review proposals, assist with work share development, assist with proposal development, assist with RFI responses to Sources Sought
• Support project execution and monitoring
o Monitor project status and ensure timelines are updated, resource allocations are modified, and initiatives are re-prioritized as needed
o Ensure timelines are managed to projection and any deviations are communicated
o Identify and escalate issues that may prevent successful project completion or slow progress
o Work with a team to correct project issues or deviations
o Identify and communicate inter-dependences between projects to proactively address bottlenecks or resource constraints
o Contract expenditure accountability related to periods of work and financial records
o Develop charts and graphs that support contract invoicing
o Follow and continuously improve guides and processes for effective program management activities
o Anticipate stakeholder needs and concerns and work to propose comprehensive solutions
• Operations Administration
o Provide high level administrative support by conducting research, preparing statistical reports, handling information requests, and performing administrative and planning functions such as organizing projects and managing communications.
o Maintain company communication channels, this may include but not limited to Teams, SharePoint, Company Portal, Adobe, Outlook, and other Microsoft programs
o Develop, manage, and update resources used across the operations department, this could include but not limited to databases, metrics, logbooks, forms
o Providing additional administrative assistance as needed, collaborating across all departments.
• Facilitate alignment and shared understanding across the organization
o Develop positive relationships with task owners and other stakeholders to facilitate tracking and reporting on initiatives
o Facilitate and influence conversations with stakeholders
o Support due diligence process work streams to understand the strategic objectives, assess the target company for fit and provide pre-integration planning
o Perform After Action Reviews to ensure continuous improvement of processes and create records of all activities that can be accessed in the future and as needed
Required Skills and Abilities:
• 4-year bachelor’s degree
• Experience with Business Optimization and Change Management is a plus
• Experience supporting a Program Management Office is a plus
• Demonstrated success of understanding of government contracts and direct experience working with government customers
• Strong cross-functional business understanding, with inquisitive nature
• Excellent verbal and written communication skills
• Proficient MS Teams, Microsoft Office, Microsoft Project, and MS Power BI
• Ability to protect and maintain confidentiality with sensitive information
• Manage multiple tasks simultaneously and in a timely manner
• Communicate effectively with customers and co-workers (oral and written)
• Demonstrate attention to detail
• Capable of obtaining a DoD Clearance
Physical Demands and Work Environment: While performing the duties of this position, the employee is regularly required to talk, listen, and write. The employee frequently is required to use foot/ankle motions, hands or fingers, handle or feel objects, tools, or controls. The employee is required to stand, walk, sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually moderate.
The physical demands described here are representative of those that must be met by an employee to be the best qualified for the position and successfully perform the functions of the job. Reasonable accommodation may be provided (if possible) to enable individuals with disabilities to perform the functions.
Company Background: Seventh Dimension LLC provides focused customer support in two core competencies Training & Support Services. Since 2015, we have provided customers with flexible, adaptable, and creative approaches to solving complex problems. We are a proven prime contractor that understands future operating environments, fiscal constraints, and current force requirements. We are a SDVOSB in North Carolina with a TS Facility Clearance, Secret storage and a DCAA compliant accounting system.
Disclaimer: This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
Seventh Dimension, LLC is a Veteran friendly employer and provides equal employment opportunity (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability status, genetic information, marital status, ancestry, protected veteran status, or any other characteristic protected by applicable federal, state, and local laws.