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    Operations Specialist - Fairfax, United States - ECS

    ECS
    ECS Fairfax, United States

    2 weeks ago

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    Description

    ECS is seeking an Operations Specialist to work in our Fairfax, VA office.

    Job Description:

    ECS is a leading mid-sized provider of technology services to the United States Federal Government. We focus on people, values, and purpose. Every day, our 3000+ employees provide their technical talent to support the Federal Agencies and Departments of the US Government to serve, protect and defend the American People.

    We are a rapidly growing company that considers our employees and teams to be our most important assets. Our team environment provides opportunities for growth to individuals who are motivated to excel. We are situated in Merrifield, VA – well positioned for most commutes within the Northern Virginia area. We also offer opportunities for telework and have some of the most interesting and advanced IT business in the DC area. Our growing program works with the most forward leaning technologies and extraordinary customers who are thought and action leaders in within the AI/ML domain. We offer a highly competitive compensation and benefits package to the right person for this key position.

    Position Description:

    ECS is seeking an Operations Specialist to work in a hybrid remote / onsite capacity at our Fairfax, VA office to support day-to-day, back-office administration for the Enterprise Technology Group (ETG), a collection of IL4 – IL6 programs that focus on development and integration of Artificial Intelligence / Machine Learning (AI/ML) and Cloud solutions for Department of Defense (DoD) coalition partners.

    As a crucial role within the ETG, the Operations Specialist holds the key to unlocking Programs' operational excellence. From managing resources, to optimizing processes, driving efficiencies, and improving performance metrics, the Operations Specialist streamlines day-to-day activities and workflows to ensure the success of ETG's myriad programs.

    The Operations Specialist must be able to think strategically in order to analyze and interpret data, identify trends, and make data-driven decisions to improve operational efficiencies. The Operations Specialist will report directly to the Operations Director and will routinely engage with Group, Division, and Business Unit executive leadership and program staff, as well as government stakeholders.

    Responsibilities include, but not limited to:

    ETG Recruiting:

  • Write Position Descriptions and Requisitions.
  • Conduct preliminary candidate vetting.
  • Manage onboarding / offboarding and internal transfers.
  • Maintain recruiting metrics.
  • Produce Weekly Recruiting Report.
  • Facilitate collegiate, Hiring Our Heroes, and Skillbridge internships.

    • ETG Personnel Management:

  • Facilitate Annual performance management lifecycle.
  • Authorize Performance Improvement Plans (PIP).
  • Track and manage required Corporate training and elective professional training and certifications
  • Process Personnel Action Notices (PAN).
  • Maintain Organization Chart.
  • Track and manage Core Value Awards Program.
  • Manage group-level facilities and seating.

    • ETG Security Matters:

  • Process applications for Common Access Card (CAC).
  • Initiate DoD security clearances (new and upgrades).
  • Authorize SCI indoctrinations.
  • Submit Visit Access Requests (VAR).
  • Provide Multifactor Authentication (MFA) tokens.

    • ETG Documentation and Records:

  • Maintain comprehensive Personnel Roster.
  • Produce Weekly Activity Bullets (WABs) Report.
  • Document Rough Orders of Magnitude (ROM), Statements of Work (SOW), and Performance Work Statements (PWS).
  • Prepare Status of Forces Agreement (SOFA) package submissions.
  • Develop Standard Operating Procedures (SOP).
  • Record Weekly Leadership Sync minutes.
  • Draft Project Management Reviews (PMR), Quad Charts, and After Action Reports (AAR).
  • Memorialize pertinent ETG decisions, records, and other Group information.
  • Aid in drafting contract renewals and subcontractor / teaming partner performance agreements.
  • Coordinate annual self-assessments in advance of government Contractor Performance Assessment Reports (CPAR).

    • ETG General Administration:

  • Establish, document, maintain, and scale a formal ETG Operations governance structure, process documentation, and key performance metrics.
  • Communicate regularly with program teams to ensure compliance with operations policies, processes, and procedures.
  • Respond to recurring and ad-hoc Group-level taskers, data calls, and other requests for information (RFI).
  • Track and efficiently manage Group-level corporate actions to completion.
  • Assist the Financial Controller, as requested, with financial planning and forecasting.
  • Identify and aid in pursuing Single Sales Objectives (SSO) (i.e., potential new business opportunities).
  • Conduct basic meeting administration (e.g., scheduling/facilitation, recordation, agenda and presentation development, catering, logistics, etc.).
  • Schedule and coordinate Quarterly ETG All Hands.
  • Assist with foreign travel and expense reporting.
  • Provide surge support, as needed, to support individual Program team administrative functions.
  • Collaborate with corporate ECS back-office teams (e.g., IT Support, Logistics, Payroll, Human Resources, Contracts) to execute associated actions.

    • ECS is an equal opportunity employer and does not discriminate or allow discrimination on the basis of race, color, religion, gender, age, national origin, citizenship, disability, veteran status, or any other classification protected by federal, state, or local law. ECS promotes affirmative action for minorities, women, disabled persons, and veterans.

    Required Skills:

  • US citizen required per contract.
  • Active DoD Secret security clearance with the ability to obtain a Top-Secret clearance with SCI indoctrination.
  • Local resource with the willingness to work in a hybrid onsite/remote capacity in Fairfax, Virginia up to 2 business days per week.
  • Bachelor's degree in Administration, Business Management, Operations Management, Human Resources; or Communications; 10+ years of relevant, hands-on work experience may be substituted for a degree.
  • Experience working in a DoD organization and/or with DoD performers and personnel.
  • Advanced proficiency with the MS Office suite of tools, including Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.
  • Energetic and conscientious self-starter who thrives in a fast-paced environment with firm deadlines and critical, quick turnaround, ad-hoc tasks.
  • Comfortable with ambiguity; ability to adjust strategies or processes in response to dynamic business environments and unexpected changes.
  • Proactive (self-initiating, future-focused, and change-oriented), anticipating needs and problems before they occur, and actively seeking and implementing solutions without being told or encouraged to do so.
  • Significant analytical and problem-solving skills to proactively research and analyze challenging or complex tasks and develop effective solutions.
  • Exceptional execution / follow-through: Ability to consistently complete high-quality deliverables on time; on budget; and with coherent, comprehensive, professional analyses and results.
  • Expert ability to work independently / autonomously to successfully complete assigned tasks without constant supervision. Can easily work and stay on task without supervision and is highly functional when working alone.
  • Keen understanding of how to approach ambiguous / undefined tasks (i.e., defining basic requirements, timelines, processes, required communications, escalation points, and end-products / deliverables).
  • Willingness to assume full ownership and accountability for work products and make independent decisions to achieve desired/required outcomes.
  • Ability to think critically and evaluate and differentiate information to make sound judgements and informed decisions.
  • Exceptional verbal and written communications:
  • Confidently and effectively convey clear, concise information – both orally and in writing – to different audiences, as appropriate
  • Professionally interact with internal and external stakeholders at all levels, from end-users to executives
  • Use technology to the fullest to provide timely, accurate and relevant information to key decision-makers
  • Appropriately communicate status and escalate critical and time-sensitive issues to Leadership
  • Exceptional organizational skills:
  • Set goals and develop personal systems or processes to achieve those goals
  • Document and prioritize daily tasks
  • Effectively manage time to achieve articulated deadlines
  • Expertly juggle multiple responsibilities simultaneously (i.e., multitask)
  • Methodically execute complex projects
  • Exceptional attention to detail:
  • Focus on all aspects of a project or task, no matter how small
  • Maintain quality standards by conducting thorough reviews of work products for accuracy and completeness
  • Produce deliverables that are free of errors
  • Excellent interpersonal and active listening skills; ability to collaboratively interact with myriad stakeholders in a matrixed team environment to achieve common goals.

    • Desired Skills:

    Preference shown to candidates with:

  • Active DoD Top Secret security clearance.
  • 5+ years of experience working within a Corporate Governance or Program Management Office (PMO).
  • Project management-related certifications (e.g., PMP, CAPM, ITIL, Agile, etc.).
  • Experience with travel planning and expense-reporting.
  • Experience with business process improvement / reengineering.
  • Foundational Information Technology acumen (e.g., basic knowledge of, or experience with, information security, computer technical support, and systems and network engineering).
  • Change management experience.
  • Experience handling sensitive personnel data and information.
  • Experience supporting operational needs of large program teams (50+ personnel).

    • ECS is an equal opportunity employer and does not discriminate or allow discrimination on the basis of race, color, religion, sex, age, sexual orientation, gender identity or expression, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, status as a crime victim, disability, protected veteran status, or any other characteristic protected by law. ECS promotes affirmative action for minorities, women, disabled persons, and veterans.

    ECS is a leading mid-sized provider of technology services to the United States Federal Government. We are focused on people, values and purpose. Every day, our 3800+ employees focus on providing their technical talent to support the Federal Agencies and Departments of the US Government to serve, protect and defend the American People.

    General Description of Benefits

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