AECOM Mission Support Administrator Level III in Springfield, Virginia

United States of America - Virginia, Chantilly

Alternate Locations US - Dulles, VA, US - Springfield, VA

Job Summary

AECOM is looking for Cleared Mission Support Administrators with active high level government clearances - Top Secret / SCI with Polygraph.

The scope of Level III Mission Support Administrator work is to provide guidance and assistance to the completion of complex tasks for general office and/or program support. The nature of the position demands a high degree of autonomy and latitude in planning, organizing, and decision making to fulfill work requirements. The position requires extensive knowledge of administrative processes and procedures.

  • Office Administration

  • Maintains a schedule of appointments for a manager or office.

  • Monitors e-mail and telephones of manager(s) or office members.

  • Drafts, proofreads, edits and gives final review of all correspondences.

  • Tracks status of incoming and outgoing cable traffic.

  • Produces other documents such as instructions, spreadsheets, presentations, and reports.

  • Passes and receives clearances and prepares access lists.

  • Information Management

  • Maintains tracking records and filing systems; archives files as necessary.

  • Maintains and updates databases or spreadsheets.

  • Produces content and materials for briefing packages and presents information through briefings to various audiences.

  • Prepares, tracks, monitors, and analyzes statistics.

  • Prepares and disseminates information to appropriate individuals/offices.

  • Processes administrative and personnel paperwork.

  • Compiles, collates, analyzes, and summarizes abstracting data.

  • Performs research; retrieves information or documents from databases and the Internet.

  • Manages responsibilities for pouching of classified material to the field.

  • Performs Webmaster services to oversee website changes.

  • Administers and troubleshoots databases, sets up new user accounts and accesses; runs reports; performs database clean up tasks.

  • Performs as Action Officer for oversight, monitoring, and reporting on status of task completion related to the execution of a program, process, or transaction.

  • Evaluates, proposes, and implements innovative and/or new administrative processes to improve the efficiency and effectiveness of support administration.

  • Office Management

  • Plans, schedules, organizes, and executes meetings, conferences, and off-sites.

  • Participates in meetings and events: serving as recorder or working member of group, and may brief or present administrative support related information.

  • Makes travel arrangements for unit managers and others.

  • Escorts visitors and guests.

  • Opens, sorts and distributes incoming mail, newspapers, faxes, and other publications/documents.

  • Performs back up duties for other offices within the directorate/office.

  • Produces and/or prepares weekly status reports on the progress of action items and initiatives for the function or business areas.​

  • Logistics

  • Assists with ordering of supplies and arranges for the repair of office equipment.

  • Maintains inventory; issues equipment, records, receipts, or supplies.

  • Orders and assigns various key materials in support of customer requirements.

  • Researches pouch shipments and initiates pouch traces.

  • Assists with the oversight and accounting for inventory.

  • Plans and supports the transportation of material and people.

  • Plans and supports office renovations and move management activities.

  • Assists with work that pertains to the procurement, inventory control, and destruction of registered cryptographic material utilized by the Agency.

  • Coordinates Agency wide cryptographic key requirements within the Agency.

  • Finance

  • Maintains accounting records.

  • Processes travel, training, and POV vouchers.

  • Assists with the approval process for government credit card purchasing.

  • Handles disbursing transactions including airline tickets, metro checks, and general travel information.

  • Tracks overall budget for component or program.

  • Program Management

  • Performs as a focal point for a program or process.

  • Assists with a program or process.

  • Ensures compliance with Agency/IC regulations and procedures.

  • Coordinates, tracks, and monitors administrative and program support activity.

Multiple locations in Washington Metro Area


Minimum Requirements

  • Seven years of progressively responsible administrative support experience

  • Top Secret / SCI with Polygraph

Preferred Qualifications

Knowledge, Skills and Abilities

  • Ability to obtain extensive knowledge of protocol and precedence, and Agency/IC structure, regulations, and policies

  • Extensive knowledge of current practices associated with filing and tracking systems, allowing efficient and rapid storage and retrieval of information

  • Ability to obtain extensive knowledge of travel and Agency-unique activities to perform as Station POC for individuals on TDY

  • Ability to obtain extensive knowledge of operational procedures and cover protocols to meet operations flights

  • Extensive knowledge in the use of MS Office, the Internet, and other internal applications necessary to train others

  • Working knowledge of Contracting Officer’s Technical Representative concepts and principles

  • Analytical skills sufficient to assess and interpret highly complex information from multiple sources and draw insightful conclusions

  • Excellent oral and written communication skills sufficient to compose and deliver responses to customers’ complex questions in a clear and concise manner

  • Excellent skills in planning and organizing to systematically coordinate, track, and complete work flow in accordance with the unique guidelines and procedures of multiple agencies/organizational entities

  • Strong representational skills to attend meetings, events, and forums on behalf of upper management

  • Strong interpersonal skills to gather task information and or project specifications from customers

  • Ability to anticipate customer requirements, and suggest, implement, and follow up on solutions

  • Ability to establish, maintain, and leverage contacts and professional relationships for frequent networking and liaison across the Agency/IC

  • Ability to communicate procedures and processes to management, co-workers, customers, and stakeholders and provide guidance on pertinent changes to business functions and operations

  • Ability to adapt to changing work requirements and priorities that may require overtime or extended hours

  • Ability to be discreet and maintain confidentiality



What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

At AECOM, employee's safety and security are our top Safeguarding core value. All employees are expected to set the highest level of safety expectation in their work, display the highest level of safe behavior, and actively participate in AECOM's Safety For Life Program. SH&E is a part of our company culture and participation is required for all employees.

NOTICE TO THIRD PARTY AGENCIES: Please note that AECOM does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, AECOM will not consider or agree to payment of any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, AECOM explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resumes, including those submitted to hiring managers, are deemed to be the property of AECOM.

Job Category Administrative Support / Secretarial

Business Line Management Services

Business Group Management Services Group (MS)

Country United States of America

Position Status Full-Time

Requisition/Vacancy No. 200437BR

Clearance Required Yes

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.