Program Administrative Support Specialist

Koniag IT Systems LLC a Koniag Government Services company is seeking a Program Administrative Support Specialist with a TS/SCI security clearance to support KITS and our government customer at Langley AirForce Base Hampton VA. We offer competitive compensation and an extraordinary benefits package including health dental and vision insurance 401K with company matching flexible spending accounts paid holidays three weeks paid time off and Administrative Support Specialist provides comprehensive administrative support in support of contract execution and ACC/A3I Division operations. This support spans both contract program administrative functions and the day-to-day administrative needs of the ACC/A3I Division ensuring continuity of operations responsiveness to leadership and effective management of administrative workflows across both classified and unclassified environments. Internal contractor management of this position is at the Contractors experience in a DoD or federal government administrative support environment with proficiency in DTS TMT or equivalent tasker management systems DAF365/SharePoint and Microsoft Office Suite. They shall be knowledgeable of CUI handling requirements OPSEC and applicable DoW and Air Force administrative policies and procedures. Strong written communication skills attention to detail and the ability to manage multiple competing priorities under deadlines are essential. Experience supporting both a contractor program and a government division or directorate is preferred. Familiarity with Air Force Tongue and Quill standards GPC processes visitor control procedures event coordination and government records management requirements is Job Functions:Executive Support and Coordination (40% of Role)Calendar and Schedule ManagementManages calendars and scheduling in support of contract execution and ACC/A3I Division leadership as requested; schedule and deconflict meetings events and working groups; prepare agendas; capture meeting notes and action items; and track actions to closure. The Contractor shall coordinate facility reservations video teleconference (VTC) and collaboration platform setup and any required visitor access or clearance coordination in support of scheduled Preparation and Support:Provides logistical and administrative planning support for conferences off-sites working groups leadership engagements and other events hosted or supported by the contract program or ACC/A3I includes venue and room coordination agenda and read-ahead preparation attendance tracking AV and VTC setup coordination catering coordination where applicable and post-event action item capture and distribution. Correspondence and Documentation Management (25% of Role)Correspondence Preparation and Review:Manages the receipt routing tracking and closure of taskers in support of contract execution and ACC/A3I Division operations using the Tasker Management Tool (TMT) or equivalent government-approved tools on NIPRNet and SIPRNet as applicable. The Contractor shall conduct daily reviews of incoming taskers coordinate assignment and completion with the appropriate contract personnel or government POC maintain suspense trackers and archival files and provide regular status updates as Contractor shall ensure all taskers are routed tracked and completed within established suspense dates and shall escalate at-risk taskers in a timely format route and track official correspondence briefings read-aheads decision packages and other written communications in support of contract execution and ACC/A3I Division leadership as directed. Products shall be prepared in accordance with Air Force Tongue and Quill standards and applicable DAF communication guidance. The Contractor shall maintain a correspondence log track suspense dates and ensure all products are properly marked handled and stored consistent with CUI SharePoint environments on DAF365 in support of contract program management and ACC/A3I Division operations including site organization folder structure document version control and access Contractor shall ensure all program and organizational artifacts are properly filed version-controlled and accessible to authorized personnel consistent with applicable DAF records management policies. All materials shall be handled in accordance with applicable classification CUI and Air Force records management requirements. Travel and Coordination and Management (15% of Role)Domestic and International Travel AdministrationCoordinates and processes travel authorizations and vouchers for contract personnel using the Defense Travel Systems (DTS) in accordance with the Joint Travel Regulations (JTR) and FAR 31.205-46. The Contractor shall prepare itineraries trip folders and supporting documentation; coordinate lodging and transportation as required; and ensure all travel is pre-approved in writing prior to execution consistent with PWS Travel Section. The Contractor shall track travel execution against the approved travel budget and provide monthly status as and Visitor Management (10% of Role)Access Control and CoordinationSupports visitor coordination and base access management in support of ACC/A3I Division operations including preparation and routing of visit requests coordination with installation security and information protection offices for badging and access requirements escort coordination for uncleared or limited-access visitors and maintenance of visitor logs and access rosters. The Contractor shall ensure all visitor coordination activities comply with applicable Air Force installation security requirements and OPSEC standards Office Administration and Operations (10% of Role)Staff Support ServicesProvides administrative coordination support for contract acquisition activities including preparation of purchase request documentation Government Purchase Card (GPC) coordination tracking of contract deliverables and milestones and maintenance of contract files and supporting Contractor shall not exercise inherently governmental functions and shall limit support to administrative preparation tracking and coordination activities as directed. Resource ManagementPerforms a range of administrative support duties as directed in support of contract execution and ACC/A3I Division includes but is not limited to managing organizational email distribution lists supporting onboarding coordination for new contractor and government personnel maintaining organizational charts and contact rosters managing front office functions such as phone coverage and walk-in support and assisting with special projects initiatives and administrative requirements as they emerge across the contract performance task is intentionally broad to accommodate the evolving administrative needs of both the contract program and the ACC/A3I DivisionPerformance Metrics:Success in this role will be measured by:Adoption Metrics:Monthly Active User (MAU) Rate:85% of trained users actively using AI/RPA platformsAdoption Velocity:Time from training to first active use 7 days averageUser Satisfaction:Overall satisfaction rating 4.5/5.0Resistance Incidents:Documented resistance cases declining quarter-over-quarter Engagement Metrics:User Forum Participation:50 participants per monthly forum 4.0/5.0 satisfactionSolution-a-thon Participation:25 participants per event 30% of solutions progress to prototypeCampaign Reach:80% of target audience exposed to adoption campaignsChampion Network:50 certified AI/RPA champions across ACC by end of base year Stakeholder Metrics:Executive Engagement:90% of Wing Commanders briefed and engaged by end of Q2Leadership Satisfaction:4.5/5.0 satisfaction rating from Wing/Group CommandersWing Coordination:100% of wings visited on-site at least once per year Program Management Metrics:Continuity:Zero mission impact during CPM absencesCoordination Efficiency:Wing training schedules coordinated 30 days in advance with 95% on-time executionIssue Resolution:Wing-level issues resolved within 5 business days average Deliverable Quality:Timeliness:100% of deliverablessubmittedon or before due dateAcceptance:95% of deliverables accepted on first submissionUsability:MTT specialists and stakeholders rate frameworks/playbooks 4.0/5.0 for clarity and usefulness Working Conditions:Location and Environment:Primary Work Location:Joint Base Langley-Eustis (JBLE) VirginiaOn-Site Requirement:Physical presence at JBLErequiredduring normal duty hours (0800-1700 EST Monday-Friday)Workspace:Government-provided office space in secure facility; access to NIPRNet SIPRNet and collaboration toolsClassified Work:Regular access to classified environments (SIPRNet AFSCI)requiredfor coordination and stakeholder engagement Travel Requirements:Frequency:Noneat this time; however subject to change Schedule and Availability:Core Hours:0800-1700 EST Monday-FridayFlexibility:Occasional early morning or evening meetings to accommodate wing schedules across time zonesSurge Periods:Increased hours during major milestones events or exercises (with advance notice)Minimum Qualifications Certifications and Platform Credentials:Required Qualifications: Education Required: Bachelors degree in business administration Communications Management or related field Preferred: Coursework or certification in project management executive assistance or administrative management Experience: Required: Minimum 6 years of administrative support experience in Department of Defense (DoD) or federal government environments Required: Minimum 3 years of executive-level administrative support experience Proven experience supporting senior military or civilian leadership (O-6/GS-15 level or above) Demonstrated experience with DoD correspondence standards and formats Experience managing complex calendars for multiple executives Experience coordinating with multiple organizations and stakeholders at various levels Certifications (Required):CompTIA Security(or equivalent DoD 8570 IAT Level II certification)requiredActive /CurrentTS/SCI clearancerequiredDefense Travel System (DTS) certification preferredTechnical Skills:Personnel performing administrative support tasks shall demonstrate experience in a DoD or federal government administrative support environment with proficiency in:DTS TMT or equivalent tasker management systems DAF365/SharePoint and Microsoft Office Suite CUI handling requirements OPSEC and applicable DoW and Air Force administrative policies and proceduresStrong written communication skills attention to detail and the ability to manage multiple competing priorities under deadlines are essentialExperience supporting both a contractor program and a government division or directorate Familiarity with Air Force Tongue and Quill standards GPC processesVisitor control proceduresEvent coordinationGovernment records management requirements Software Proficiency (Expert Level): Microsoft Office Suite (Word Excel PowerPoint Outlook) Defense Travel System (DTS) Microsoft Teams SharePoint and OneDrive Database management systems Calendar management tools (Outlook Google Calendar) Presentation software (PowerPoint Adobe)DoD Systems Knowledge: Experience with NIPRNet and SIPRNet environments Familiarity with Air Force Portal and Air Force e-Publishing Knowledge of DoD correspondence management systems Understanding of classified information handling systems Administrative Competencies: Advanced calendar management and scheduling Professional business writing and editing Records management and file organization Meeting planning and coordination Travel coordination and logisticsAir Force and DoD Standards: Air Force and DoD correspondence formats and standards Air Force organizational structure and chain of command Joint Travel Regulations (JTR) Federal and DoD records management requirements Foreign Clearance Guide proceduresSecurity and Compliance DoD security protocols and procedures Handling of classified information (Confidential Secret Top Secret SCI) Operations Security (OPSEC) principles Controlled Unclassified Information (CUI) handling Visitor access and badging proceduresProfessional Protocols: Military customs and courtesies Executive etiquette and protocol Stakeholder engagement best practices Professional communication standards to achieve measurable outcomes anddemonstrateROIOur Equal Employment Opportunity PolicyThe company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race color religion creed ethnicity sex sexual orientation gender or gender identity (except where gender is a bona fide occupational qualification) national origin or ancestry age disability citizenship military/veteran status marital status genetic information or any other characteristic protected by applicable federal state or local law. We are committed to equal employment opportunity in all decisions related to employment promotion wages benefits and all other privileges terms and conditions of company is dedicated to seeking all qualified applicants. If you require an accommodation to navigate or apply for a position on our website please get in touch with Heaven Wood via e-mail by calling to request Government Services (KGS) is an Alaska Native Owned corporation supporting the values and traditions of our native communities through an agile employee and corporate culture that delivers Enterprise Solutions Professional Services and Operational Management to Federal Government Agencies. As a wholly owned subsidiary of Koniag we apply our proven commercial solutions to a deep knowledge of Defense and Civilian missions to provide forward leaning technical professional and operational solutions. KGS enables successful mission outcomes for our customers through solution-oriented business partnerships and a commitment to exceptional service delivery. We ensure long-term success with a continuous improvement approach while balancing the collective interests of our customers employees and native communities. For more information please Opportunity Employer/Veterans/ Preference in accordance with Public Law 88-352