Program Administrator

Role and Responsibilities

Summary

The Office Administrator will be responsible for assisting the Site Manager under the Kirtland/Davis-Monthan/Andrews/Moody (KDAM) contract in fulfilling administrative requirements supporting 250 personnel. The candidate will be responsible for the in-processing and out-processing of employees supporting the contract, managing all office supply requirements including coordination with the home office, subcontractors and vendors for material needs of the Kirtland site.  Must be able to document and publish meeting minutes, author and update Work Instructions relevant to the position. Collateral duties include service as an augmentee to the Quality Assurance Team to conduct program audits. The position requires someone with an eye for detail, excellent organizational skills and self-initiative.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Serves as the initial point of contact in support of the CAE USA Kirtland AFB, NM office
• Responsible for all administrative activities related to personnel supporting the contract
• Provides general oversight on and tracks timecard reporting to ensure timely submission and compliance with corporate time charging policy and procedures
• Coordinates business travel requests and travel expense reporting in support of program and site leadership
• Documents and publishes meeting minutes
• Authors and updates Work Instructions
• Augments Quality Assurance team during program audits
• Provides training to all site personnel on corporate processes and procedures
• Manages and tracks all corporate taskers to ensure timely completion
• Coordinates closely with corporate HR and IT functions to facilitate the successful onboarding of new employees
• Tracks, organizes, and authors inputs for contract performance reports

Qualifications and Education Requirements

• Associates degree in business or related field (or equivalent work experience)
• Minimum of three (3) years’ experience providing administrative support
• Meticulous attention to detail, administrative skills, and demonstrated success in handling sensitive information with discretion
• Fluent in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Must have the aptitude and desire to learn new competencies and skills
• Strong oral and written communication and interpersonal skills
• Demonstrated success in resolving complex problems and issues
• Experience in documenting and publishing meeting minutes
• Experience in the In-processing and out-processing of employees
• Experience in Quality Assurance disciplines
• Creative, responsive and adaptive in a dynamic environment
• Ability to independently, resourcefully, and creatively research and implement new solutions
• Applicant will be subject to a US Government security investigation and must meet the eligibility requirements to obtain and maintain the required level of clearance for this position.

Security Responsibilities

Must comply with all company security and data protection / usage policies and procedures.  Personally responsible for proper marking and handling of all information and materials, in any form. Shall not divulge any information, or afford access, to other employees not having a need-to-know. Shall not divulge information outside company without management approval.  All government and proprietary information will be accessed and stored electronically on company provided resources.

•  Incumbent must be eligible for DoD Personal Security Clearance.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• Work in a regular office environment; communicate via personal computer, telephone and fax.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to travel domestically as required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

CAE USA Inc. is an EOE/AA employer and gives consideration for employment to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you’d like more information about your EEO rights as an applicant under the law, please click here EEO is the Law poster.

PAY TRANSPARENCY NONDISCRIMINATION PROVISION The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Position Type

CAE thanks all applicants for their interest. However, only those whose background and experience match the requirements of the role will be contacted.

Equal Employment Opportunity

At CAE, everyone is welcome to contribute to our success. With no exception.

As captured in our overarching value "One CAE", we’re proud to work as one passionate, boundaryless and inclusive team.

At CAE, all employees are welcome regardless of race, nationality, colour, religion, sex, gender identity or expression, sexual orientation, disability, neurodiversity or age.

The masculine form may be used in this job description solely for ease of reading, but refers to men, women and the gender diverse.