Administrative Manager I - Naval Surface Warfare Center

Description

We are seeking an organized and detail-oriented Administrative Manager I to provide administrative operations, business process coordination, and program support services for the Naval Surface Warfare Center, Port Hueneme Division (NSWC PHD), under the Financial and Program Management Support Services (FPMS) contract.

The Administrative Manager I will support the efficient execution of Navy programs and organizational operations by coordinating administrative activities, maintaining program documentation, tracking operational requirements, assisting with procurement and training processes, and facilitating communication between Government personnel and supported departments.

The selected candidate will perform hands-on administrative and program coordination duties, ensuring that documentation, scheduling, records management, reporting, and operational support activities are completed accurately and on time.

This position requires strong organizational skills, attention to detail, proficiency with Microsoft Office applications, and the ability to manage multiple administrative responsibilities within a fast-paced Government environment.

The ideal candidate will have experience supporting federal Government or Department of Defense (DoD) organizations, particularly in administrative operations, project coordination, records management, and business support.

Essential Duties and Responsibilities

Administrative Operations and Program Support

• Provide daily administrative and operational support to NSWC PHD departments, programs, and Government personnel.
• Coordinate administrative activities, work assignments, and routine business support requirements.
• Maintain tracking systems for administrative requests, assigned actions, project milestones, and deadlines.
• Support preparation and organization of program documentation, correspondence, management reports, and operational records.
• Assist with implementing administrative procedures, workflows, and organizational processes.
• Monitor the progress of assigned administrative tasks and ensure timely completion.
• Coordinate with Government personnel and other support staff to address administrative questions and operational challenges.
• Identify inefficiencies in administrative processes and recommend practical improvements.
• Support continuity of administrative operations as organizational priorities and requirements evolve.

Program and Project Coordination

• Provide administrative support for program and project management activities, including scheduling, coordination, and status tracking.
• Maintain project calendars, milestone trackers, action-item logs, and administrative reporting tools.
• Coordinate meetings involving Government personnel, contractors, program offices, and other stakeholders.
• Prepare meeting agendas, presentation materials, rosters, and supporting documentation.
• Document meeting minutes, action items, and follow-up requirements.
• Track project activities and administrative deliverables to ensure schedules and deadlines are maintained.
• Assist with preparation of project status reports, management presentations, and program review materials.
• Support coordination of project-related documentation and resource requirements.
• Communicate scheduling conflicts, administrative issues, or potential delays to appropriate personnel.

Records Management and Documentation Control

• Create, organize, update, and maintain administrative records, electronic files, and program documentation.
• Support development and maintenance of Standard Operating Procedures (SOPs), desk guides, memorandums, instructions, and administrative reports.
• Maintain organized filing systems and electronic document repositories.
• Assist with document reviews, revisions, version control, and distribution.
• Ensure records are properly maintained, archived, digitized, and disposed of in accordance with applicable Government policies.
• Coordinate document requests and assist Government personnel with locating required records.
• Maintain accurate logs and tracking information for administrative documentation.
• Support protection and proper handling of sensitive Government information.

Procurement and Resource Coordination

• Assist with tracking Government procurement requests, purchase requisitions, and administrative resource requirements.
• Monitor requests initiated through the Procurement Request Tool (PRT) and applicable Navy Enterprise Resource Planning (N-ERP) processes.
• Maintain records of procurement actions, request statuses, supporting documents, and outstanding issues.
• Coordinate with Government departments and stakeholders to obtain missing documentation and resolve administrative processing delays.
• Track purchase requisitions and other requests through completion.
• Support administrative coordination for supplies, services, shipping, printing, and other business requirements.
• Assist with maintaining accurate procurement and resource tracking reports.

Training and Personnel Coordination

• Support administrative processing and tracking of employee training requests.
• Coordinate training documentation, approvals, schedules, and completion records.
• Assist with verifying required information and tracking training requests through completion.
• Communicate with employees, supervisors, and appropriate Government offices to resolve administrative issues.
• Maintain accurate training logs, spreadsheets, and supporting documentation.
• Support organization and distribution of training materials.
• Assist with administrative scheduling and coordination of organizational meetings and events.

Customer and Stakeholder Support

• Respond to administrative inquiries from Government personnel, customers, and organizational stakeholders.
• Facilitate communication and coordination among departments, program offices, and contractor support personnel.
• Track customer requests, administrative action items, and assigned responsibilities.
• Assist with gathering feedback and identifying opportunities to improve administrative support services.
• Prepare routine correspondence, status updates, and other communication materials.
• Support meeting coordination, information distribution, and follow-up activities.
• Maintain professional relationships with supported Government personnel and organizational stakeholders.
• Escalate unresolved issues to appropriate supervisory or Government points of contact through established channels.

Reporting and Data Management

• Collect, organize, and maintain administrative and operational data using Government-approved systems.
• Develop and update spreadsheets, trackers, status reports, and administrative summaries.
• Monitor administrative metrics, pending actions, request completion rates, and other operational information.
• Assist with preparation of charts, tables, presentations, and management reporting materials.
• Review administrative data for accuracy, consistency, and completeness.
• Identify discrepancies in records or reports and coordinate corrective actions.
• Support preparation of management briefings and periodic operational reports.
• Maintain accurate information to support informed decision-making and organizational accountability.

Process Improvement and Quality Assurance

• Assist with reviewing administrative workflows and identifying opportunities for process improvement.
• Support updates to administrative procedures, desk guides, and operational documentation.
• Recommend improvements to tracking systems, reporting processes, and records management practices.
• Review assigned administrative work for accuracy, completeness, and timeliness.
• Support implementation of approved process improvements.
• Assist with maintaining compliance with established administrative procedures and quality requirements.
• Follow applicable Government information security and documentation handling policies.