Regional Administrative Manager manages the daily operations of an organization's staff and service functions. Oversees various internal service areas that typically include administrative/office/financial operations, facility maintenance/space planning, security, hospitality services, equipment and supply procurement, vendor management, and others. Being an Regional Administrative Manager tracks capital and operating budget spending. Implements processes and policies that support efficient service delivery and meet the organization's changing needs. Additionally, Regional Administrative Manager sets performance goals and service targets for staff used to evaluate performance and to drive continuous improvement. Utilizes data analytics to measure activity and drive continuous improvement. Typically requires a bachelor's degree. Typically reports to top management. The Regional Administrative Manager typically manages through subordinate managers and professionals in larger groups of moderate complexity. Provides input to strategic decisions that affect the functional area of responsibility. May give input into developing the budget. To be an Regional Administrative Manager typically requires 3+ years of managerial experience. Capable of resolving escalated issues arising from operations and requiring coordination with other departments. (Copyright 2024 Salary.com)
Work Where it Matters
Tuvli, an Akima company, is not just another federal IT contractor. As an Alaska Native Corporation (ANC), our mission and purpose extend beyond our exciting federal projects as we support our shareholder communities in Alaska.
At Tuvli, the work you do every day makes a difference in the lives of our 15,000 Iñupiat shareholders, a group of Alaska natives from one of the most remote and harshest environments in the United States.
For our shareholders, Tuvli provides support and employment opportunities and contributes to the survival of a culture that has thrived above the Arctic Circle for more than 10,000 years.
For our government customers, Tuvli ensures that solutions are strictly aligned with agency processes and desired program outcomes while delivering the best value for technology investments.
As a Tuvli employee, you will be surrounded by a challenging, yet supportive work environment that is committed to innovation and diversity, two of our most important values. You will also have access to our comprehensive benefits and competitive pay in addition to growth opportunities and excellent retirement options.
Job Summary:
Tuvli, an Akima company, is hiring for an Administrative Assistant to support our DoS client located in Washington, DC.
Job Responsibilities:
Receive incoming telephone calls and direct them to the appropriate staff members. Provides necessary background or informational material the Principal may wish to refer. Arrange for coverage to receive calls in his/her absence
Maintains the schedule for Principals through arranging, referring to other officials, or rescheduling appointments as necessary. The incumbent handles all requests for meetings and appointments and outlining background data. Arranges oral briefings by appropriate officers; and discusses with officials invited to meetings the subject of the meetings so both parties are properly informed and provided with the necessary information. Arrange meetings and manage calendars for Principal through Microsoft Outlook calendaring or Microsoft Teams. Tracks and makes various social arrangements and obligations for Principals
Monitor uncleared staff in the suite within line of sight in compliance with Department policy and Diplomatic Security requirements
Facilitate pre-clearance for outside visitors and escorts through Diplomatic Security’s Visit Access Control System Domestic (VACS-D). Assist with escorting visitors from the Department’s visitor center to respective offices
Coordinate and prepare briefing materials and issue papers for Principals. Reviews all incoming correspondence and forwards it with necessary information or instructions to the appropriate offices for action. Composes replies for his/her own signature when appropriate. Exercises judgment in presenting material to Principal that he/she has special interest or which for reasons of special confidential consideration is not reviewed by any member of the immediate staff
Processes/reviews all incoming and outgoing letters, memoranda’s, and related correspondence. Prepares reports, memos, and other forms of written communication. Composes and edits letters, reports, and general office memos for publication/distribution on behalf of Principal, ensuring that all conform to style and format guidelines established by the Department through One Paper/Drafters Corner
As requested, or on his/her own initiative, makes careful and exhaustive searches for information difficult to obtain, such as utilizing the Department’s intranet, Diplopedia and SharePoint. Compiles data and makes preliminary analyses
Makes and transcribes notes taken during meetings as required
Update program office SharePoint Bureau page, office directory’s, organizational directories and internal staffing patterns as needed
Coordinates with the General Service Office within WHA to prepare work orders for services/office supplies as needed through the Bureaus internal work order system
In the absence of the Principal, maintains a file of correspondence and events of which he/she should know about and upon their return and bring such matters to their attention
Prepare documents and memos to request diplomatic passports for staff members. Obtain Visas for travelers in a timely manner, either through the Passport Office or local embassies
Travel to local embassies and consulates when needed to pick up Visas
Manage travel arrangements for domestic and overseas trips through the Departments E2 Solutions. Arrangements include the scheduling of appointments, security travel and hotel reservations, passports, visas as necessary. Upon return, prepares vouchers. Drafts/prepares travel authorizations on behalf of government supervisor or staff member who is traveling. Prepares travel authorizations for staff member as requested based on information provided by traveler. Prepares trip itinerary, obtains travel expenses estimates (MI & E costs, taxi, hotel costs etc; prepares travel authorization requests. Upon completion of trip assists traveler in preparing electronic travel voucher. Follows up with traveler to ensure all expense documents have been submitted and on time (i.e. within 7-14 days)
Manage time and attendance for respective offices into the Departments electronic filing system (WEB TATEL); will be required to cover for other offices as needed
Provide logistical support, as needed for conferences, meetings, and for office members transferring in and out of the bureau
Reserve meeting rooms through the Departments Reserve!T
Independently track and follow-up on all requests until goals are completed. Notify government manager of any problems that may arise in a timely manner
Serve as a proxy in the Global Employee Management System (GEMS). Transcribe in (GEMS) performance appraisals for Foreign Service and Civil Servants as given and directed by Government manager
Minimum Qualifications:
Active secret clearance
High School diploma with 3 year of experience in administrative support services
Excellent communication skills
Proficient in Microsoft Office Suite software (Outlook, Word, Excel-, Teams, 365 etc.). Able to use MS word to edit text documents and create templates; capable in utilizing spreadsheets and formulas in Excel
Excellent skills in written English and comprehension
Must be proactive and work independently
Must follow-up on requests in a timely manner
Demonstrate experience supporting multiple clients in a fast-paced environment
Must be easily adaptable to change
We are an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law. If you are an individual with a disability, and would like to request a reasonable accommodation for any part of the employment process, please contact us at job-assist@akima.com or 571-353-7053 (information about job applications status is not available at this contact information).
Job: Office & Administrative Support
Travel: Yes, 25 % of the Time
Organization: Tuvli, LLC
Clearance: SECRET
Shift: Day Job
Work Type: On-Site
Req ID: TUV02963