Requirement: DCSA - Office Management Support Analyst (Mid)
Job Description: Forge is seeking a full-time Consultant assigned to the Defense Counterintelligence and Security Agency (DCSA) in support of the Acquisition and Technology (AT) Directorate - providing executive-level office management, correspondence control, records management, task tracking, and event administration for the AT front office and its division chiefs. This position is contingent on award of contract and grant of funding.
Key Responsibilities: The Office Management Support Specialist shall provide comprehensive administrative and operational support to the DCSA AT office, with focus on executive calendar management, governance meeting support, correspondence control, and onboarding coordination. SPECIFIC TASKS:
- Coordinate and facilitate pre-briefs and dry runs with AT leadership in preparation for governance reviews and decision meetings.
- Provide meeting minutes and action-item tracking during governance pre-brief meetings, with rapid turnaround of minutes and follow-up edits to briefing materials.
- Manage executive calendars, schedule meetings, and coordinate appointments for all divisions and the AT office; prioritize and resolve scheduling conflicts to ensure efficient time management for leadership.
- Organize and maintain filing systems, both physical and electronic, to ensure quick retrieval of documents.
- Provide daily briefing materials, including agendas, meeting summaries, and action items for the AT and division chiefs. Prepare agendas, minutes, and follow-up action plans for executive meetings and cross-division working groups.
- Facilitate virtual and in-person meetings, including setup of video conferencing platforms (e.g., MS Teams and Adobe Connect). Track and ensure completion of assigned tasks from meetings and provide regular status updates.
- Coordinate logistics for recurring team briefings, leadership forums, and town halls.
- Develop and maintain Standard Operating Procedures (SOPs) to ensure a high level of quality and standardization of administrative support functions.
- Draft, edit, and distribute internal and external correspondence, including emails, memos, and reports. Serve as the primary point of contact for communications within DCSA/AT divisions and with external stakeholders.
- Maintain a centralized email distribution box; monitor and triage email correspondence to ensure priority items are addressed promptly.
- Manage the creation, editing, routing for approval, and record keeping of executive-level documents, including presentations and Tier I through III policy documentation.
- Develop and maintain templates for reports, briefings, and other frequently used documents.
- Collect and consolidate data from division chiefs for various taskers and reporting through the Agency's task management system (currently CATMS).
- Prepare leadership insights into task completion rates and identify potential workflow bottlenecks.
- Provide data visualization support to leadership for use in presentations and decision-making; assist in preparing materials for high-visibility briefings.
- Track internal and external suspense actions; advise Action Officers and AT leadership on active, near-overdue, and overdue actions, and send reminders on lead time and upcoming issues.
- Plan and coordinate logistics for DCSA/AT-hosted events such as workshops, training sessions, and All-Hands engagements - including venue selection, catering, audiovisual support, registration, and material preparation.
- Create post-event reports to assess metrics and identify areas for improvement.
- Manage the AT employee onboarding process and support visitor access tasks; serve as building escort as needed. Enter ServiceNow tickets for access to systems, tools, and training; assist in setting up user accounts, permissions, and configurations.
- Process requests for building badges, credentials, and identification cards.
- Serve as the point of contact for personnel queries related to administrative processes and resource availability.
- Provide orientation sessions and office tours onsite as necessary.
- Support the in- and out-processing official with civilian employee in- and out-processing in accordance with current DCSA regulations, including travel card, copier, and training programs.
- Maintain and update organizational charts, working rosters of telecom space utilization, and staffing plans for the AT office.
Qualifications/Requirements: The Candidate must have the ability to think strategically, act tactically, and display strong analytical and critical thinking skills. They must also build strong cross-group working relationships and demonstrate exceptional organizational skills and attention to detail. The Candidate must be able to thrive and succeed in an entrepreneurial environment and not be hindered by ambiguity or competing priorities.
We are looking for candidates with....
- US Citizenship.
- Ability to read, write, and speak English fluently.
- A Bachelor's degree or higher in business, public administration, management, or a related discipline; OR a minimum of eight (8) years of relevant policy, strategic planning, or operational management experience.
- Experience conducting organizational assessments, developing procedures, and preparing management documentation.
- Demonstrated experience providing executive-level administrative support in a Federal or DoD environment.
- Working knowledge of the Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), Cost Accounting Standards (CAS), and other applicable Federal regulations and Department of Defense policies.
- Proficient knowledge of the Microsoft Office suite, including Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.
- Experience preparing meeting minutes, agendas, and action-item trackers with rapid turnaround. • Superior time management, organization, and prioritization skills.
- Competency in working autonomously.
- Demonstrated competency in technical writing and business strategy.
- Ability to hold and maintain an active DoD SECRET security clearance based on a favorably adjudicated T3 or T3R investigation.
- A Top-Secret clearance (T5/T5R) may be required for select positions.
- Be granted approval to obtain a DCSA physical access badge and access to DCSA information systems.
- Complete all Government-mandated annual training, including Operational Security, Security Awareness, Subversion and Espionage, Ethics, and Prevention of Sexual Harassment.
- Use Government or official company e-mail for all official US Government business. Personal, private, or commercial e-mail accounts shall NOT be used.
- Comply with 32 CFR Part 117.12 (NISPOM) security training and briefing requirements.
Minimum Qualifications: - US Citizen
- Ability to read, write, and speak English fluently.
- A Bachelor's degree or higher in business, public administration, management, or a related discipline; OR a minimum of eight (8) years of relevant policy, strategic planning, or operational management experience.
- Experience conducting organizational assessments, developing procedures, and preparing management documentation.
- Demonstrated experience providing executive-level administrative support in a Federal or DoD environment.
- Working knowledge of the Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), Cost Accounting Standards (CAS), and other applicable Federal regulations and Department of Defense policies.
- Proficient knowledge of the Microsoft Office suite, including Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.
- Experience preparing meeting minutes, agendas, and action-item trackers with rapid turnaround.
- Superior time management, organization, and prioritization skills.
- Competency in working autonomously.
- Demonstrated competency in technical writing and business strategy.
- Hold and maintain an active DoD SECRET security clearance based on a favorably adjudicated T3 or T3R investigation. A Top-Secret clearance (T5/T5R) may be required for select positions.
- Be granted approval to obtain a DCSA physical access badge and access to DCSA information systems.
- Complete all Government-mandated annual training, including Operational Security, Security Awareness, Subversion and Espionage, Ethics, and Prevention of Sexual Harassment.
- Use Government or official company e-mail for all official US Government business. Personal, private, or commercial e-mail accounts shall NOT be used.
- Comply with 32 CFR Part 117.12 (NISPOM) security training and briefing requirements.
Highly Desired Qualifications: - Prior experience supporting DCSA, a DoD Agency, or an Intelligence Community customer.
- Hands-on experience with CATMS or a comparable Federal task management system.
- Experience with ServiceNow ticketing and account provisioning workflows.
- Experience serving as a Trusted Agent or supporting a Trusted Agent Security Manager (TASM).
- Experience drafting SOPs for administrative support functions.
- Experience coordinating large-scale All-Hands or leadership forum events.
- Competency in Lean Six Sigma / SCRUM team leadership and/or DAWIA Program and Procurement Management, and in Project Management and/or Procurement methodologies.
Job: Full-time
Location: Quantico, VA
Salary Range: $84,000 - $92,000 per year
Assigned Forge JobTitle: Consultant
Essential Duties:- Problem Solving- Identifies and resolves problems promptly; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem-solving situations; uses reason even when dealing with emotional topics.
- Written Communication- Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
- Diversity- Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment; builds a diverse workforce.
- Ethics- Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethics; upholds organizational values.
- Strategic Thinking- Develops strategies to achieve organizational goals; understands organization's strengths & weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.
- Planning/Organizing- Prioritize and plan work activities; use time efficiently; plan for additional resources; set goals and objectives; organize or schedule other people and their tasks; develop realistic action plans.
- Professionalism- Tactfully approaches others; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
- Innovation- Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention.
- Qualifications- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below represent the required knowledge, skill, and/or ability. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Language Skills-
