Operations Support Specialist

Summary

All Native Group is seeking an Operations Support Specialist to provide administrative support to the Bureau of Medicine.  Provides critical, advanced administrative work in support of program management with the goal of ensuring the seamless delivery of services. Ability to problem solve pro-actively and exercise good judgment and initiative that is in sync with the views and objectives of the program’s leadership and mission. Administrative work includes a range of tasks from simple to complex: filing, organizing schedules and travel, maintaining inventory, tracking case referral progression, ensuring case documentation is complete, basic data analysis, maintains different data in spreadsheets, ability to communicate with exceptional compassion, tact and diplomacy.  Maintains a leadership informed close and highly responsive forward leaning posture regarding day-to-day program operations.  

 

Essential Functions

• Communicates via a variety of means in a grammatically correct, concise, clear manner: correspondence: e-mails, memorandums, via PowerPoint, etc.; b. interacts with customers one on one, in person or remotely; c. briefings: Able to update on current program issues; d. draft reports or issue summaries.
• Office management: a. maintains inventory of office supplies, materials, psychological testing materials, and services and identifies emerging needs; b. generates and tracks work orders; c. on behalf of staff, submits and tracks IT service center requests from initiation to resolution; d. oversees new employee onboarding procedures to ensure all new-hire checklists are complete: sets up accounts for new staff in E2, OpenNet, ClassNet, and payroll and walks new staff through all onboarding elements; e. manages staff travel in E2; f. maintains a program office calendar to schedule and track actions, deadlines, leave; g. drafts requests for new diplomatic passports for staff.
• Works closely with the program manager and chief maintain productivity metrics and case referral progression using Microsoft Excel, ensuring case documentation is complete

 

Competencies

Work performed under this labor category includes those classes of positions the duties of which are:

• To perform, under general government supervision, requiring the exercise of limited independent judgment, work of a moderate complexity involving the coordination and synchronization of personal and project calendars
• Collection and recording of operational data (including the collection, cataloging, and protection of Personally Identifiable Information)
• Drafting of correspondence or replying to inquiries related to policy development, coordination, interpretation, or change
• Completion of complex administrative or clerical tasks necessary to support ongoing policy, operational, or clinical activities.

The position requires the incumbent to:

• Possess necessary knowledge, skills, education, and/or professional experience equivalent to at least 2 years of work experience. 
• Position requires a High School diploma or equivalent, a minimum of 2 years of experience supporting similar administrative or operational activities, and a security clearance at the SECRET level.

Supervisory Responsibility

None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

All the best, 

Alethea Cruz 

Program Director  

All Native Group  

Cell: 808-221-4674 

From: Linda Malcolm