Administrative Support Specialist

*This position is contingent upon contract award*

Job purpose

The Administrative Support Specialist provides program-management and general administrative support for CDET and MCU operations, including scheduling, reporting, correspondence, records, meetings, travel, data entry, and task tracking.

Duties and responsibilities

• Support the Program Manager and Deputy Program Manager in executing CDET programs.
• Coordinate seminar scheduling with Regional Directors and CDET staff.
• Maintain documentation needed to review invoices for accuracy and timely submission.
• Prepare records, correspondence, and action tracking for weekly coordination with the Contracting Officer's Representative regarding contract execution and Government satisfaction.
• Coordinate scheduling and administrative requirements for at least one annual quality-control visit to each regional site.
• Compile and format the monthly status report.
• Provide administrative and logistical support for the CDET mid-year review at a regional location.
• Prepare meeting materials, status inputs, minutes, and action tracking for the monthly program-management review with the Contracting Officer's Representative.
• Manage and track Common Access Card requests for contractor personnel.
• Provide administrative and logistical support for the annual CDET Faculty Workshop in Quantico, Virginia.
• Manage and organize calendars, schedules, and appointments for staff and leadership.
• Coordinate and prepare materials for meetings, briefings, and presentations.
• Handle incoming and outgoing correspondence, including emails, letters, and memos.
• Maintain and organize physical and digital filing systems to ensure accessibility and compliance with records management policies.
• Prepare, review, and edit documents, reports, and spreadsheets for accuracy and consistency.
• Assist in planning and coordinating events, including logistical arrangements, venue set up, and participant communications.
• Manage travel arrangements, including booking transportation, lodging, and creating travel itineraries.
• Input and maintain accurate data in organizational systems and databases.
• Monitor office supplies and coordinate procurement and inventory replenishment.
• Act as a point of contact for internal and external stakeholders, providing timely responses and assistance.
• Perform routine clerical duties, including copying, scanning, and document distribution.
• Ensure adherence to organizational policies, procedures, and confidentiality requirements.
• Provide support for special projects, initiatives, and other tasks assigned by leadership.