Operations Support Specialist (Hybrid)

ICF is seeking an Administrative Assistant & Operations Support Specialist with exemplary organization skills and attention to detail to support the operations of a Department of Defense (DoD) client in Washington, DC Metro Area (i.e., the DMV). As a member of a diverse team of administrative personnel, mental health professionals, and executive leaders this position will work directly with client leadership to ensure the smooth execution of the client's administrative needs and adherence to DoD processes and procedures. This position requires a highly organized and immediately responsive professional with excellent interpersonal and communication skills.

Key Responsibilities:

This position will support a variety of general administrative, office management, and operations support duties, to include, but not be limited to:

• Serving as a liaison between mental health research teams and senior client leadership by:
  • Providing relevant organizational updates and notification of upcoming events/ deadlines at recurring team meetings
  • Assisting with coordination of administrative task responses from the mental health research teams
  • Assisting teammates with activities such as annual property and equipment inventory, supply ordering, and facilitating the on-boarding of new staff
  • Creating information packets for on-boarding staff
  • Ensuring mental health research teams are compliant with organizational requirements, to include adherence to standard operating procedures and completion of mandatory trainings
  • Assisting with administrative tasks as assigned
• Scheduling meetings via MS Outlook/Teams that often require coordination with external collaborators and stakeholders
• Maintaining team calendars in MS Outlook
• Working with teammates to develop weekly charts that reflect the team's current and upcoming activities, progress, and successes
• Providing meeting logistics support (meeting room set up, open audio lines, initiating video teleconference, printing/distributing materials) and producing notes/minutes as necessary
• Developing and maintain a method for tracking all tasks and assignments "tasked" to the client's section that reflects:
  • Source of the tasking
  • Due date & time
  • Staff/resources assigned to the task
  • Current status & other relevant "progress notes"
  • Other information defined by the client's Section Leader
• Coordinating with stakeholders outside of the client's section to collect information or data needed to complete tasks and assignments
• Assisting researchers and client leadership in developing meeting agendas, power point slides, and other support documents
• Coordinating visits from external collaborators, partners, and stakeholders
• Meeting with client leadership to identify other opportunities where support is needed
• Proposing process improvements to client leadership

Mandatory Qualifications:

• A minimum of 8 continuous years of directly relevant / similar work experience (general administrative and clerical duties in an office setting)
• A minimum of 8 continuous years of demonstrative strong organizational and interpersonal skills with the upmost of professionalism in working as part of a diverse team of executive leaders, operations staff, administrative professionals, and mental health experts
• At least 3 continuous years of using MS SharePoint as a mechanism for collaborating on work products and facilitating the completion of those work products (i.e., the workflow of product completion)
• A minimum of 8 years of hands-on experience with MS Office suite(Outlook, Teams, PowerPoint, Excel, Word)
• A minimum of 8 years of experience maintaining and managing calendars using MS Outlook
• US Citizen

Beneficial Qualifications:

• Bachelor's degree in Management, Business Administration, Operations Research, or related field
• Experience supporting DoD operations
• Working knowledge of cultures, people, and communication styles across the range of services in the DoD and hierarchical levels.
• Ability to demonstrate a track record of immediately responding to support requests
• Ability to demonstrate a very strong eye and attention to detail to ensure communications are direct, succinct, unambiguous, complete, and free of grammatical errors (written and verbal)
• Prior experience working independently while maintaining close communication and collaboration with others.

Working at ICF

ICF is a global advisory and technology services provider, but we're not your typical consultants. We combine unmatched expertise with cutting-edge technology to help clients solve their most complex challenges, navigate change, and shape the future.

We can only solve the world's toughest challenges by building an inclusive workplace that allows everyone to thrive. We are an equal opportunity employer, committed to hiring regardless of any protected characteristic, such as race, ethnicity, national origin, color, sex, gender identity/expression, sexual orientation, religion, age, disability status, or military/veteran status. Together, our employees are empowered to share their expertise and collaborate with others to achieve personal and professional goals. For more information, please read our EEO & AA policy.

Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation please email [email protected] and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations. Read more about non-discrimination: Know Your Rights and Pay Transparency Statement.

Pay Range - There are multiple factors that are considered in determining final pay for a position, including, but not limited to, relevant work experience, skills, certifications and competencies that align to the specified role, geographic location, education and certifications as well as contract provisions regarding labor categories that are specific to the position. The pay range for this position is:

$56,467.00 - $95,993.00

Nationwide Remote Office (US99)