Joint Staff Administrative Coordinator / Secretariat (TOP SECRET Clearance required) at STI Tech Inc

Solutions Through Innovative Technologies, Inc. (STI-TEC) specializes in the delivery of professional business and information management services. STI-TEC offers government and commercial clients a comprehensive portfolio of services that identify, manage, distribute and improve business processes related to entities’ most valued resource, information. As a fast-growing solutions provider, established in 2000, total customer satisfaction has remained the cornerstone of our business. Our business model focuses on integrity, loyalty, and trust.

Position Overview

The JROC Administrative Coordinator and Secretariat manages day-to-day operations, answering phones and ensuring messages are taken and acted upon when the JROC leadership is unavailable; greeting visitors; drafting, reviewing, staffing, filing, and updating a variety of documents, to include memorandums, papers, presentations, and meeting minutes, briefs, and reports; and reviewing final documentation for grammatical errors and formatting, coordinating meetings; coordinating facility and logistics support for conference rooms; and operating video teleconference and general audio-visual equipment.

Essential Job Function

• Responsible for all facets of executive level administrative support to the JROC, and the JROC Secretariat at the Division, and FCB levels.
• Creates a JROC Secretariat SOP detailing process and procedural requirements needed to support JROC and JCB events and documentation within 90 days after contract award. JROC Secretariats shall be aligned with JCD.
• Organize and keep the JROC calendar, tracking daily schedules; de-conflicting calendar and schedule, documenting calendar events in Outlook and SharePoint calendar locations, notifying the JROC leadership of events and meetings; and, providing packages, read-aheads, slides, and agendas for meetings/conferences/events (being attended by the JROC leadership) at least forty-eight hours prior to the meeting start time.
• Attend (either in person or via teleconference/video teleconference) and facilitate classified and unclassified senior-level visits, JROC leadership hosted meetings, and JROC leadership hosted conferences to include off-site meetings, and special events.
• Perform all required activities in order to maintain information security, to include completion of applicable documentation for securing the approved container for classified documents, scheduling and auditing daily security checks, and reporting any deficiencies. Also conduct accountability surveys during fire drills and other emergency evacuation events.
• Help establish and support processes used to support all JROC activities.
• Understand the mapped workflows of utilized business processes used by the JROC.
• Support the maintenance of standards of practice and other policy/procedure guides used by the JROC.
• Effectively communicate and coordinate with stakeholders in the process.
• Identify and address process problems promptly and follow through to ensure that corrective or recommended process updates are effectively implemented. Identify and take advantage of opportunities to accomplish multiple objectives.
• Be responsible for the generation and maintenance of reports (routine, ad-hoc and customized [e.g. GAO and FOIA requests]) and status updates. This includes interaction between designated decision support tools (and their follow on systems) and stakeholders, both internal and external to the Division.
• Serve as a site administer and maintain and regularly update Branch and Program level SharePoint and Intelink pages (NIPR and SIPR) or other ADRs.
• Support tracking functions of various JCIDS and JROC products and processes to include, but not limited to, KM/DS (current and future versions) or other ADRs.
• Liaise and coordinate with various JROC leadership, Joint Staff Directorates, and interagency (i.e., internal and external stakeholders, within Government and internationally) entities, for planning and executing internal and external meetings, conferences, and special events.
• Perform the following supply management duties such as keeping track of JROC/JCB supply requirements/stock and consolidation and coordination through the JSSSO for JROC/JCB supply orders.

Minimum Qualifications

• Bachelors’ degree from an accredited college or university in a task order related area and at least 5 years of task relevant experience OR Associate's degree in a task order related area and at least 8 years of task related experience.
• Comprehensive knowledge of Microsoft Office Suite. 
• Experience facilitating the conduct of meetings, conferences, working groups through efficient synchronizing and maintenance of calendars, correspondence and analytic products.
• Ability to ascertain suitability for executive level attention, compliance with established processes and procedures with the ability to manage multiple tasks and demands simultaneously.
• Able to supports scheduling and conduct of secure and unclassified teleconferences, video conferencing and correspondence dissemination.
• Must possess active Top Secret clearance
• US Citizen

Applicants selected may be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.

STI-TEC is an equal opportunity employer and values diversity. Employment is decided on the basis of qualifications, merit, and business need. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.

If you need assistance or an accommodation due to a disability, you may contact us at HR@sti-tec.com or you may call us at 1+918.583.9900.