Office Manager

Overview

Please note that this position is contingent upon the successful award of a contract currently under bid.

Goldbelt Apex, part of the Healthcare Technology Transformation Group, is a data-driven company focused on process and quality in all areas. As healthcare IT experts, Apex is dedicated to developing systems that enable healthcare organizations to communicate and exchange data smoothly across different systems and devices.

Summary:

The Office Manager / Executive Administrative Support provides mission‑critical administrative, operational, and executive support to the BIRCO and DHA R&D leadership. This role ensures the efficient execution of office‑wide operations, task management, senior leader coordination, and organizational readiness in a high‑visibility, DoD research environment.

The position supports enterprise‑level research coordination
, requiring strong organizational discipline, executive communication skills, and the ability to operate in a fast‑paced, high‑demand environment with minimal supervision
.

Essential Job Functions:

• Coordinate the receipt, distribution, tracking, and closure of DHA R&E taskers using ETMS2 or equivalent systems; maintain a tasker suspense tracking system to ensure timely completion of all assigned actions.
• Monitor tasker progress, coordinate responses across stakeholders, ensure completeness and accuracy of submissions, and provide status updates while identifying risks to suspense timelines.
• Prepare, edit, and manage office‑wide documents, communications, reports, and presentations using Microsoft Office Suite.
• Maintain records, files, administrative databases, and document repositories, ensuring proper organization, accessibility, and compliance with records management requirements (e.g., ARIMS or equivalent).
• Manage and maintain SharePoint or equivalent knowledge management systems, including document storage, metadata tagging, and information accessibility.
• Provide administrative and coordination support to BIRCO leadership, DHA R&E staff, and ODtCG/PRISM stakeholders, ensuring efficient execution of daily operations.
• Support executive‑level operations, including coordination of meetings, visitor access, and protocol for senior military personnel, SES officials, and external stakeholders.
• Assist with onboarding of military, civilian, and contractor personnel, including maintaining organizational charts, contact lists, and alert rosters.
• Maintain and manage an office‑wide calendar of meetings, taskers, events, and suspense dates; track completion of mandatory training and certifications for assigned personnel.
• Coordinate mail distribution, office supply management, and equipment inventory tracking, and support logistics such as office moves, shipping coordination, and facility‑related activities.
• Assist with building and equipment management functions, including coordination with appropriate Government points of contact.
• Support development and standardization of administrative processes to improve workflow efficiency, consistency, and organizational effectiveness.
• Provide general administrative and program support to ensure alignment with DHA R&E processes, procedures, and mission requirements.

Necessary Skills and Knowledge:

• Knowledge of office‑wide administrative operations supporting complex DoD organizations
• Proficiency in document preparation, editing, and formatting using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Skill in tasker management and suspense tracking systems (e.g., ETMS2 or equivalent)
• Ability to manage and coordinate executive calendars, events, and organizational timelines
• Knowledge of front office operations and senior leader engagement protocols
• Skill in handling and distributing official correspondence and administrative communications
• Ability to develop and maintain records, databases, and document management systems
• Knowledge of personnel onboarding processes for military, civilian, and contractor staff
• Skill in tracking and managing training requirements and compliance records
• Knowledge of office logistics, supply management, and procurement coordination processes
• Ability to support facility…