Senior Administrative Coordinator Division Leadership

The Secretary III provides senior-level administrative and clerical support to NSWCDD Division Leadership, Division Staff, and Branch Heads. The position coordinates administrative operations, manages correspondence and information systems, supports leadership meetings, tracks personnel and organizational requirements, and ensures timely completion of administrative actions. The position requires strong organizational skills, independent judgment, advanced software proficiency, and the ability to coordinate and guide contractor administrative support personnel.

Executive and Administrative Support

• Prepare, edit, review, and route technical and non-technical correspondence, memoranda, reports, presentations, and other materials.
• Serve as the Division's primary administrative point of contact, managing communications, inquiries, correspondence, and administrative deadlines.
• Coordinate leadership meetings, including scheduling, logistics, agendas, minutes, action-item tracking, and follow-up.
• Support Division Staff and Branch Heads, including providing temporary administrative coverage when needed.
• Assist with complex Excel workbooks, PowerPoint briefings, awards submissions, and Division All Hands activities.

Information and Records Management

• Maintain Division SharePoint sites, Teams channels, and Confluence pages, including Division Staff and quarterly All Hands information.
• Develop and maintain systems and procedures for tracking administrative actions, project activities, deadlines, and leadership requirements.
• Maintain organizational charts, electronic records, and the Division Records Management Administrative File Plan in accordance with established requirements.
• Maintain Archibus records, including monthly seating assignment verification and data corrections.
• Identify and support improvements to administrative processes and procedures.

Personnel Administration and Timekeeping

• Serve as Division Timekeeper, monitoring timecard submissions, identifying delinquencies and discrepancies, generating reports, and processing authorized corrections.
• Track SSEP onboarding and departure dates and ensure new employees and interns complete required onboarding checklists.
• Maintain Division emergency muster and personnel accountability information.
• Coordinate visitor access and submit required Pass & , DISS, transportation, BER, and One Stop requests.

Administrative Coordination and Team Support

• Coordinate administrative activities with the Department Executive Assistant, Division Leadership, Branch Heads, technical personnel, and branch secretarial staff.
• Communicate established procedures and provide guidance, assistance, and training to contractor administrative support personnel.
• Support consistent administrative practices, collaboration, and resolution of administrative issues across the Division.
• Coordinate office equipment requirements, basic troubleshooting, and other daily administrative support needs.

Professional Responsibilities

• Independently manage competing priorities, maintain accurate records, and meet established deadlines.
• Handle classified, sensitive, and personally identifiable information with appropriate discretion and security.
• Maintain professional communication, responsiveness, and effective working relationships with Government and contractor personnel.
• Perform all duties within the boundaries of a non-personal services contract, without exercising supervisory authority over Government employees.

Candidates must meet the following contractual Secretary III labor category requirements:

• Must be a US Citizen with a current DoD Interim Secret and ability to obtain and maintain a final Secret clearance.
• Experience:
  
  Four (4) years creating and maintaining documentation and data management systems, including two (2) years supporting Federal Government programs.
• Executive Support:
  Experience providing mid-executive-level administrative support (O-6 military, GS-15 civilian or below) and general administrative support.
• Software:
  Proficiency in Microsoft Windows, Word, Excel, PowerPoint, Outlook, Teams, Access, and Adobe.
• Typing:
  Minimum 60 words per minute.
• Administrative
  
  Skills:
  
  Demonstrated proficiency in meeting coordination, calendars, appointment scheduling, formal filing systems, document editing and formatting to Government standards, scanning, faxing, telephone support, and professional visitor reception.
• Communication:
  Ability to work independently, multitask, communicate professionally, prepare formal…