This position is assigned to the Fleet and Family Readiness (FFR) N9 Front Office; Commander, Navy Installations Command (CNIC); Washington, DC. Incumbent serves as Executive Assistant to the N9B Deputy Director, responsible providing administrative and program management support for FFR Headquarters (HQ) SES Front Office.

Duties

In order to qualify for this position, resumes must provide sufficient experience and/or education, knowledge, skills, and ability to perform the duties of the position. Applicant resumes are the key means for evaluating skills, knowledge, and abilities as they relate to this position therefore, applicants are encouraged to be clear and specific when describing experience. Duties include but not limited to: Ensures the maintenance and quality control of the Director's personnel and professional files and correspondence. Manages the operational schedule of the Director and Deputy Director. Develops and provides necessary information papers, read-a heads, trip books, speeches, etc., pertaining to events and activities involving the FFR Executives. Tasks specific staff and organizational elements responsible for researching, developing, and preparing documents, speeches, position papers and briefings for the Director's use in meetings, briefings, and social functions. Works with FFR Executive Staff to coordinate administrative operations, ensures all correspondence directed to and from FFR Executives is reviewed for content, recorded, routed correctly and properly prepared/formatted. Performs the full range of administrative/office support services to include preparation of briefs, official mail, copying, fax, scan, and travel orders. Coordinates all aspects of the FFR Executives' trips; makes travel arrangements, prepares itineraries, verifies/ensures proper administrative details, and prepares travel vouchers upon completion of trips. Develops and maintains the Director's long-range calendar. Arranges appointments, determines key meetings which the FFR Executives should attend and what staff elements should be involved and arranges for those meetings. Resolves problems, plans and projects time for recurring requirements. Receives and reviews incoming administrative and military personnel related correspondence, directives, regulations, instructions, publications and other written materials. Reviews outgoing correspondence, directives and publications, edits to ensure completeness and conformance to format and policy using the Navy Correspondence Manual. Authenticates correspondence, orders, records, reports and other official communications and obtains authorized signatures as appropriate. Provides written correspondence and ensures dissemination to appropriate units/personnel. Composes correspondence for signature of Director and Deputy Director as required. Answers telephone, ascertains nature of call and directs caller to appropriate staff, takes a message or personally provides desired information. Performs duties of a highly confidential nature, receiving communications in regard to Congressional inquiries, and multiple email tasking from Department of the Navy (DON), Office of the Secretary of Defense (OSD), foreign governments and outside agencies. Assists with a wide variety of special and recurring projects/assignments that cross program lines working in support of N9 staff which has significant impact on the operation of FFR. Participates fully with Director to process goals, policies, and objectives for CNIC programs. Provides sound, mature advice and recommendations to the Director and Deputy Director on the logistics of events and activities. Presents recommendations to the Director for new management methods and processes. Manages ongoing and future actions, activities, projects and initiatives requiring the involvement of the Director, which ultimately affects the accuracy and reliability of future processes. Formats, reviews and advises management on changes to administration in order to reduce/eliminate function overlap among programs. Provides complex substantive program management support services in the areas of administration and enterprise-wide tasker management. Analyzes and advises management on the effectiveness of internal and external correspondence management and accurately advises or proposes solutions to improve processes to maximize mission accomplishment. Resolves complicated substantive problems affecting the Director. Analyzes CNIC workflow processes in order to provide an accurate and comprehensive picture of tasks that flow through tasking system, while monitoring and addressing all internal and external tasks within their assigned timeframe. Ensures established guidelines are followed and met. Reviews any completed forms to ensure compliance with regulations and policy and provides back up and supporting documentation to supervisors for necessary action. Tracks multiple actions that impact the enterprise and provides periodic updates. Serves as a check-in/out liaison with Command and Staff administration to include forecasting, analyzing, and coordinating requirements for new hires.

Requirements

• Must pass all applicable records and background check.
• Must successfully pass the E-Verify employment verification check. Any discrepancies must be resolved as a condition of employment.

Qualifications

Resumes must include information which demonstrates experience and knowledge, skills, and ability (KSAs) as they relate to this position. Applicants are encouraged to be clear and specific when describing their experience level and KSAs. A qualified candidate must possess the following: Two years of specialized experience with management principles, practices and techniques to provide administrative and technical services to the organization, analyze administrative practices, and recommend improvements in administrative procedures and policies. Knowledge of Navy programs, goals, and objectives; Navy and Federal policies, statutes, and requirements relative to FFR programs and skill in planning, organizing, and interpreting a wide range of program requirements. Knowledge of problem solving methods and techniques to collect, sort, and analyze information to evaluate relevancy and adequacy of facts; and to develop recommended courses of action involving management processes. Knowledge of protocol procedures for very important persons (VIP) visits and courtesy calls. Knowledge of information management regulations such as those related to correspondence, mail, publications and filing. Skill working effectively with various levels of management activity employees. Skill in the use of computer applications and a variety of software including Microsoft Office Suite (e.g. PowerPoint, Word, Excel, Outlook including calendars). Skill in organizing and delivering briefings in order to effectively represent the organization on pertinent issues. Ability to interpret and support established Navy FFR program policies. Ability to plan, organize, and develop studies or projects, and negotiate effectively with management to accept and implement recommendations where proposals involve substantial resources, require extensive changes in established concepts and procedures, or may be in conflict with previous programming actions. Ability to analyze and advise management on the evaluation of the effectiveness of CNIC/N9 enterprise management control programs, operations, and productivity. Ability to prepare, review, proofread, and edit papers, presentations, reports, and/or special projects for grammar and content. Ability to manage competing priorities under strict deadlines, while maintaining a high level of attention to detail. Ability to demonstrate strong interpersonal communication skills as well as written and telephone skills to ensure excellent customer service. Ability to exercise tact and diplomacy in coordinating visits and greeting senior executives from inside and outside the Government. Ability to communicate effectively both orally and in writing.

Education

Canidate must possess the following if claiming education in lieu of specialized experience:

A master's degree or equivalent degree in a subject-matter field directly related to the position.

OR

Two full years of progressively higher-level graduate education leading to such a degree in a subject-matter field directly related to the position.

Note: A copy of your college transcripts (showing degree awarded/conferred) MUST be submitted when applying. If qualifying based on a combination of education and experience, you must submit a copy of your college transcripts.

Contacts

• Address CNIC HQ 5720 Integrity Drive, Bldg. 457 Millington, TN 38055 US
• Name: CNIC NAF HRO
• Email: [email protected]