ACE is looking for a highly organized and proactive professional to provide comprehensive administrative, operational, and future financial-support functions within a dynamic division environment. This role is integral to ensuring smooth day-to-day operations, managing a wide range of coordination and documentation tasks, and supporting secure laboratory and workspace activities. The ideal candidate will excel at multitasking, maintaining accurate records, and serving as a reliable point of contact across facilities, security, logistics, and administrative workflows while also preparing to take on evolving responsibilities in finance and agreement management.
Primary Responsibilities
Administrative and Operational Support
• Manage Government Purchase Card (GPC/P-Card) ordering requirements in accordance with applicable policies and procedures.
• Submit, track, and manage BASICs requests.
• Coordinate Defense Information System for Security (DISS) actions, including personnel-security and visit requests.
• Manage division seating assignments, workspace requirements, and related coordination.
• Serve as the division point of contact (POC) for facilities, infrastructure, maintenance, and service requests.
• Maintain division shared calendars, digital collaboration workspaces, rosters, and contact directories.
• Serve as the POC for shipping, receiving, and package accountability.
• Coordinate and submit division access documentation, including SAARs, onboarding paperwork, access requests, Common Access Card (CAC) requests, and other required administrative forms.
• Maintain office-supply inventory and coordinate replenishment as needed.
Laboratory Space Oversight
• Maintain laboratory access rosters and coordinate access approvals and updates.
• Support implementation and oversight of laboratory access-control procedures and workspace security protocols.
• Maintain accountability of Top Secret (TS) inventory and associated records, as directed.
• Coordinate shared laboratory-space development, including furniture, layouts, infrastructure requirements, and workspace improvements.
• Monitor laboratory workspaces for compliance with established security, safety, and access procedures; elevate issues to appropriate leadership or support offices.
Future Finance and Agreement Management Responsibilities
The following responsibilities are anticipated to transition to this position in the future:
• Maintain financial tracking spreadsheets for direct division funding including spend plans and ROMs.
• Track work agreements, funding-support documentation, and associated administrative records.
• Support division and department management on contract actions.
• Coordinate supporting paperwork for agreements and funding actions.
• Note: These duties do not include Contracting Officer's Representative (COR) responsibilities.
Requirements
• Must be eligible to obtain and maintain a Top Secret security clearance.
• Demonstrated ability to professionally manage administrative, facilities, personnel-security, and operational support requirements in a fast-paced environment.
• Strong organizational skills
• Strong written and oral communication skills
• Customer-service focused
• Strong record management skills
• Can work independently
• Demonstrates initiative
• Strong learner / takes direction well
• Experience supporting an office, division, laboratory, program office, or similar operational environment.
• Familiarity with personnel-security, access-control, facilities, procurement, and administrative processes.
• Proficiency with Microsoft Office applications and digital collaboration platforms.
• Ability to handle sensitive information appropriately and maintain accurate, timely records.
Education: Position requires a Business, Management, Technical or Scientific BS or BA degree from an accredited college or university. ALLOWABLE SUBSTITUTION: A Business, Management, Technical or Scientific AS or AA degree from an accredited college or university and an additional four (4) years of recent and relevant experience OR an additional six (6) years of recent and relevant experience may be substituted for a BS or BA degree. These four (4) years or six (6) years of experience, respectively, are in addition to the required minimum of four (4) years to meet the "Experience" requirements below, requiring a total of eight (8) years or ten (10) years of experience, respectively.
Experience: At least four (4) years of recent and relevant experience in a program management, technical or business analysis discipline; and included in the four (4) years there must be two (2) years of recent and relevant experience in technical efforts supporting the Department of War (DOW). Must have experience processing program acquisition, funding, and contract documentation for military programs. Demonstrated experience in program/project management support, earned value management, and scheduling is required.
Salary Description
$90,000-$115,000
