Description:
The Operations Specialist Part-Time/On-Call (PTOC) performs operations-based synchronization and coordination tasks in the MTCCS-USAREUR-AF program management office in Grafenwöhr, Germany including but not limited to event coordination, resource facilitation, reporting, schedule management, calendar management, and operations support activities as assigned by the Program Manager.

How Your Role Will Make an Impact:

• Manages the collection, recording and reporting of usage, utilization and other critical data, as required by the Government, for all training and non-training events. Utilization Reporting shall include, but not limited to: Training Support Material Army-wide Tracking System (TSMATS), NSC utilization report, and Installation Services Report Systems (ISR-S) in coordination with and per guidance of the COR.
• Manages the contract reporting requirements including the monthly management report (MMR) or other similar report per coordination with and guidance from the COR, personnel work status, contact information, mass notification as needed such as mandatory training, briefing, etc., emergency notification processes, government commander’s critical information reports (CCIR) or similar reporting requirements, and other related requirements as needed.
• Processing Aircraft and Personnel Automated Clearances (APACS) for contract employees supporting TDY and PTOC mission requirements
• Manages personnel action requirements per DOCPER. Validate all applicants in accordance with position description requirements prior to submission to DOCPER (ECOPS). Drafts and provides the termination letter for outbound employees to the COR.
• Resource Request Management. Manages the contract-based purchase process including the purchase request process in coordination with and per guidance of the COR.
• Training and Certification. Manages the contract-based training and certification requirements for all contract personnel including identifying individual personnel, records, submission to appropriate organizations and systems, and contract-based reporting.
• Manages the in-processing and out-processing of all contract personnel including full time and part time personnel including account access requests, government badges, key fobs, etc. Coordinates directly with government POCs.
• Manages the contract-based travel planning and coordination including travel requests in coordination with and per guidance of the COR; coordination with the appropriate government POCs and contractor travelers; managing travel authorization requests including developing rough order of magnitude (ROM) estimates in coordination with contract site, team or project leads; coordinating itinerary details such as transportation, lodging, per diem and lodging rates, APACS, ITAR, etc.; maintaining personnel status during TDY; close-out reporting; and expense reports.
• Manages the Part-Time / On-Call (PTOC) work status including work projections in coordination with the deputy program managers, team/site leads or project leads; individual daily PTOC work history; and in-theater work authorization requests as needed
• Oversees all aspects of general program management office (PMO) coordination.
• Provides administrative support to the Program Manager and staff
• Maintains confidentiality in all aspects of client, staff and agency information
• Interacts with clients, vendors and visitors
• Sorts and distributes incoming correspondence, including mail and faxes
• Signs for and distributes UPS/FedEx/DHL or similarly delivered packages
• Performs general clerical duties to include, but not limited to, copying, faxing, mailing, and filing
• Maintains hard copy and electronic filing system
• As needed, conducts research, compiles data, and prepares documents for consideration and presentation to the Program Manager, staff and government clients
• Projects a professional company image through in-person and remote interaction
• Sets up and coordinates meetings, briefings and other professional communication events
• Maintains an office calendar to coordinate workflow and meetings
• Supports staff in assigned project-based work
• Maintains and manages various calendars
• Assist in coordination and scheduling efforts to facilitate synchronization of resource management
• Receive and consolidate orders from higher headquarters
• Assist with task management
• Support efforts to collect data, analyze information, and submit reports
• Gain and maintain contact and professional relationships with key action officers, event stakeholders and installation and training unit stakeholders
• Perform additional duties relevant to synchronization of resource planning and allocation
• Review and provide feedback on SOPs and Best Practices for improvement and integration
• Other duties as assigned by Program Manager
• Supports as needed other set-up, transition, and break down for all training and training support activities pertaining to this task order
• Participates in individual training, seminars, conferences, exercise/experiment planning events, site surveys, and exercise and training events and supports the planning and preparation processes and product development as needed.

Requirements:

What You Will Need to Join Our Award-Winning Team:

• Clearance: Ability to pass a U.S. Government background check and the ability to obtain a U.S. Secret clearance within six months of starting employment
• Good reading, writing, analytical, and problem-solving skills
• Proficient in Office 365
• Knowledge of principles and practices of organization, planning, records management, and general administration
• Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers, and facsimile machines
• Proficiency in Microsoft Word, PowerPoint, Excel and Outlook
• Ability to follow verbal and written instructions
• Ability to work well either alone or as part of a team
• Outstanding work ethic and personal integrity
• Superior analytical and problem-solving skills
• Ability to document and update processes
• Ability to perform tasks under deadlines
• Ability to work with senior Government and Industry leaders
• Possess a very high degree of attention to detail
• Capable of working at a computer terminal for extended periods
• Ability to work 12-hour shifts, day or night, for consecutive days up to 4 weeks
• Outstanding interpersonal and written communication skills
• Must be able to travel to various locations throughout the USAREUR-AF Theater in Europe and Africa

What Sets You Apart:

• Associate’s Degree and three years of relevant experience or 5 years of relevant experience
• General knowledge of U.S. military administrative procedures

• Manages the collection, recording and reporting of usage, utilization and other critical data, as required by the Government, for all training and non-training events. Utilization Reporting shall include, but not limited to: Training Support Material Army-wide Tracking System (TSMATS), NSC utilization report, and Installation Services Report Systems (ISR-S) in coordination with and per guidance of the COR.
• Manages the contract reporting requirements including the monthly management report (MMR) or other similar report per coordination with and guidance from the COR, personnel work status, contact information, mass notification as needed such as mandatory training, briefing, etc., emergency notification processes, government commander’s critical information reports (CCIR) or similar reporting requirements, and other related requirements as needed.
• Processing Aircraft and Personnel Automated Clearances (APACS) for contract employees supporting TDY and PTOC mission requirements
• Manages personnel action requirements per DOCPER. Validate all applicants in accordance with position description requirements prior to submission to DOCPER (ECOPS). Drafts and provides the termination letter for outbound employees to the COR.
• Resource Request Management. Manages the contract-based purchase process including the purchase request process in coordination with and per guidance of the COR.
• Training and Certification. Manages the contract-based training and certification requirements for all contract personnel including identifying individual personnel, records, submission to appropriate organizations and systems, and contract-based reporting.
• Manages the in-processing and out-processing of all contract personnel including full time and part time personnel including account access requests, government badges, key fobs, etc. Coordinates directly with government POCs.
• Manages the contract-based travel planning and coordination including travel requests in coordination with and per guidance of the COR; coordination with the appropriate government POCs and contractor travelers; managing travel authorization requests including developing rough order of magnitude (ROM) estimates in coordination with contract site, team or project leads; coordinating itinerary details such as transportation, lodging, per diem and lodging rates, APACS, ITAR, etc.; maintaining personnel status during TDY; close-out reporting; and expense reports.
• Manages the Part-Time / On-Call (PTOC) work status including work projections in coordination with the deputy program managers, team/site leads or project leads; individual daily PTOC work history; and in-theater work authorization requests as needed
• Oversees all aspects of general program management office (PMO) coordination.
• Provides administrative support to the Program Manager and staff
• Maintains confidentiality in all aspects of client, staff and agency information
• Interacts with clients, vendors and visitors
• Sorts and distributes incoming correspondence, including mail and faxes
• Signs for and distributes UPS/FedEx/DHL or similarly delivered packages
• Performs general clerical duties to include, but not limited to, copying, faxing, mailing, and filing
• Maintains hard copy and electronic filing system
• As needed, conducts research, compiles data, and prepares documents for consideration and presentation to the Program Manager, staff and government clients
• Projects a professional company image through in-person and remote interaction
• Sets up and coordinates meetings, briefings and other professional communication events
• Maintains an office calendar to coordinate workflow and meetings
• Supports staff in assigned project-based work
• Maintains and manages various calendars
• Assist in coordination and scheduling efforts to facilitate synchronization of resource management
• Receive and consolidate orders from higher headquarters
• Assist with task management
• Support efforts to collect data, analyze information, and submit reports
• Gain and maintain contact and professional relationships with key action officers, event stakeholders and installation and training unit stakeholders
• Perform additional duties relevant to synchronization of resource planning and allocation
• Review and provide feedback on SOPs and Best Practices for improvement and integration
• Other duties as assigned by Program Manager
• Supports as needed other set-up, transition, and break down for all training and training support activities pertaining to this task order
• Participates in individual training, seminars, conferences, exercise/experiment planning events, site surveys, and exercise and training events and supports the planning and preparation processes and product development as needed