Operations Facilitator and Support Team Lead - Military veterans preferred

Position Summary:

Analytic Services Inc. (ANSER) is seeking an Operations Facilitator and Support Team Lead to support our client in the Northern Virginia / NCR region. In this role, you will work directly in support of Key OSD personnel to execute special projects that support critical functions across a broad range of administrative, management, and common support services across the DoD. You will serve as an honest broker providing robust support across a broad range of topics and have the demonstrated ability to research, organize, write, and edit staff packages. This is a management position with supervisory responsibilities to include staff coordination, biannual reviews and performance assessments, time and attendance tracking, and mentorship of junior team members.  

This position requires on-site work within the national capital region 5 days a week.  This position is not open to hybrid or remote work.

Day to Day Responsibilities:

• Assign and manage correspondence workflow by serving as a liaison across OSD directorates and components.
• Review and assign correspondence documents to the appropriate OSD offices and/or personnel for response through the Correspondence and Task Management System (CATMS).
• Develop, monitor, update, implement, and maintain an internal suspense tracking system for correspondence, memos, letters and other documents and projects received.
• Prepare metrics, weekly action reports of critical suspense data, weekly reconciliation between internal/external program offices of pending/overdue actions, and identify discrepancies to government personnel.
• Provide guidance for managing the correspondence of the Secretary and Deputy Secretary of Defense and Executive Secretary of the Department of Defense as well as OSD and DoD Component correspondence in accordance with the official DoD correspondence guidance, "DoD 5110.4-M Vol 1 DoD Manual for Written Material: Correspondence Management and DoD 5110.4-M Vol 2 DoD Manual for Written Material: Examples and Reference Material.
• Assist government personnel with the development of business methods and procedures, including administrative systems, file systems, office systems, process flows, and production schedules to support CATMS.
• Create and implement training guides and support training of staff members in the structure and missions of various OSD directorates and components, CATMS, and proper preparation of signature packages, and using the correspondence guidance and suspense tracking system.
• Operational duties related to Organizational and Management DoD briefing resources preparation, Office of Legislative Counsel Green Sheet support assignment and tracking, human resources, IT, security, facilities management:
• Answering and routing phone calls and greeting/escorting guests,
• In-processing new personnel (DD1172; DD2249; DD2875),
• Requesting and managing all equipment and furniture inventory,
• Suite access, SCIF maintenance, and burn bag destruction,
• Resolution of IT and network issues, and
• Ordering/maintaining supplies
• Program Support Team Lead functions as required including staff coordination, biannual reviews and performance assessments, time and attendance tracking, and mentorship of junior team members
• Other responsibilities and duties as assigned.

Required Qualifications:

• Bachelors degree.
• A minimum of 4 years relevant professional experience with recent and relevant experience within OSD in the last 3 years.
• Top Secret at date of hire with ability to obtain Top Secret/Sensitive Compartmented Information (TS/SCI) clearance.
• Ability to lead complex teams of 4-6 Analysts and support staff across diverse subject taskings.
• Experience working correspondence management, task assignment and tracking, or Executive Secretariat-like functions in the U.S. government.
• Experience with CATMS and "DoD Manual for Written Material: Examples and Reference Material (DoDM 5110.04)
• Prior experience working with and/or supporting senior-level officials and knowledge of the structure and missions of the OSD and the Components.
• Highly proficient with the Microsoft Office Suite of applications, especially Word, Excel, PowerPoint, and Teams.
• Ability to produce quality work independently or in a group setting, provide solutions to customer issues, and solve problems quickly.

Preferred Qualifications: 

• Strong communication skills and ability to work with the Program Manager and Senior Contract Manager to ensure high levels of staff and client satisfaction and success.
• High Emotional Quotient (EQ) with the ability to connect with diverse audiences.
• Strong people skills with the ability to objectively view requirements and evolve operations to maximize efficiencies.
• High level of proficiency of the English language, both written and oral.
• Ability to produce quality work independently or in a group setting, provide solutions to customer issues, and solve problems quickly.

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