Senior Strategy Administrator - MIT Lincoln Laboratory

Position Description

The Senior Strategy Administrator (SSA) role reports to the Senior Manager of Strategy and will provide administrative and logistical support to the Contracting Services Department (CSD) in creation and execution of CSD strategy. This involves comprehensive support for a variety of crucial functions within the organization such as helping to manage regular project reporting and overseeing the generation and distribution of several reports on a regular cadence. The role also entails assisting with oversight of the CSD project portfolio, handling associated documentation, and project change control integration.

Additionally, the SSA will be involved in the ongoing development of the CSD website's strategy page, with a responsibility to update and maintain it regularly. Other key responsibilities include the coordination of the project intake process. This includes supporting the Enterprise Capabilities Board (ECB) project submissions and status reporting; facilitating the planning, coordinating content creation and delivery of communications to Lab-wide forums, Steering and stakeholder meetings; and overseeing the transition and maintenance of documents to SharePoint as a central repository of strategy resources. The role also involves enhancing portfolio and project management templates and tools, coordinating the creation of training materials with SMEs, supporting the creation of various ad hoc communications, and assistance with preparing for and facilitating project related meetings, workshops, and offsites to ensure effective strategy implementation.

Primary Duties

Project portfolio documentation and reportin Manage project reporting for the Department requiring the creation and distribution of several portfolio reports on a regular cadence, manage overall portfolio documentation, and project change control integration. This includes managing submissions and status reporting for the ECB and other Lab governance reviews outside of the Department. The incumbent will also be responsible for enhancing project templates and tools as required to better support project teams.

Planning, Coordinating, and Facilitating communications: Facilitating communications to Lab-wide forums, Steering and stakeholder meetings, and within the Department. This role will also prepare for and facilitate project related meetings, workshops, and offsites to ensure effective strategy implementation.

Transition and maintenance of a central repository for strategy resources: Overseeing the transition and maintenance of portfolio documents to SharePoint for consolidated strategy resources. Responsible for maintaining this central repository on a consistent basis. This role will also be involved in the ongoing development of the Department website's strategy page, with a responsibility to maintain it.

Coordinating the creation of training materials: This role will coordinate the creation of training materials for the Department and ensure that they are updated on a regular cadence.

Qualifications

• Bachelor’s degree and a minimum of eight years of relevant experience OR a Master’s degree and a minimum of five years of relevant experience
• Strong written and verbal communication skills for creating and distributing reports, managing communications through emails, presentations to Lab-wide forums, and stakeholder meetings
• Ability to think critically and strategically to contribute to the development and execution of the department's strategy
• Self-starter and detail-oriented capable of independently tracking and following up on commitments
• Some experience in project management; interest in projects/programs and new tools/methodologies
• Proficiency in handling and organizing documentation associated with projects, portfolios, and submissions
• Analytical skills to interpret data and information
• Ability to handle complex administrative support needs in a fast paced and rapidly evolving environment 
• Ability to summarize key takeaways from meetings (technical and non-technical) that can be translated into action
• Strong interpersonal skills for managing relationships with stakeholders
• Efficient time management skills to handle multiple responsibilities and meet deadlines
• Ability to work collaboratively with cross-functional teams within the organization
• Strong organizational skills with ability prioritize tasks
• Strong problem-solving skills
• Must possess or be able to obtain a Secret Security Clearance

Project Management Expertise

• Practical use of proven project management methodologies such as PMBOK, Agile or other industry standard methodologies
• Continually improve project management methodology and process to provide an overall guide to execute investment projects for the Department as well as operational projects within each functional area
• Proficient in project management software - Microsoft Project Professional desired
• Project Management Professional (PMP) certification preferred

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