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Administration Assistant Support - Jacksonville, FL
American CMG (ACMG) is currently seeking an Administration Assistant Support for a potential contract to provide support to the Housing Learning Center NAS Jacksonville, FL.
American CMG (ACMG) is currently seeking an Administration Assistant Support for a potential contract to provide support to the Housing Learning Center NAS Jacksonville, FL.
About: The Navy Housing Learning Center (HLC) is located at Naval Air Station, Jacksonville FL, The center of education for civilian and military staff of the Housing Program, offering a myriad of courses for Housing professionals. When fully operational, this center will host 80-100 students a month.
Duties:
- Represent the HLC as the first point of contact for students.
- Open, close, and secure the HLC.
- Assist the Training Coordinator to design, review, and produce supplemental curriculum materials to support transfer of learning. (Blog, Job Aids, Memory Joggers)
- Organize, archive, and make available HLC courseware inventory (physical and digital files) to Virtual Facilitators and Producers, Instructional Systems Designers, and those in Housing who develop, update, and review course content.
- Convert file types, burn data, audio, and video CD/DVD’s.
- Backup files from external to hard drive, synchronize computer peripherals with GC, and edit digital photos.
- Maintain privacy act information in accordance with DoD/DoN Policy.
- Plan, coordinate, and track logistics for HLC training events, meetings, workshops, and seminars both on and off-site and virtually.
- Coordinate HLC’s courseware, ancillary items, inventory, and supplies to adequately support training events. To includes maintaining budgets of printing and shipping of courseware and supplies purchased.
- Set up classroom spaces at HLC to include original name tents with attendees’ names, courseware and tables and chairs.
- Schedule and support non-housing training events on-site based on a schedule provided to the Business Manager.
- Develop, implement, and coordinate effective tracking logistics of courseware products to all CONUS and OCONUS locations.
- Validate all event logistics information and needs. Shall process return responses to ensure that all information is accurate without any errors for shipping and class delivery offsite.
- Research and validate the need for Foreign National access in the HLCM. The Contractor will communicate with attendees, their regions, and the Business Manager to originate forms; validate signatures, and process paperwork to all needed contacts while coordinating guidelines and instructions for Base access.
- Prepare and maintain internal Outlook tasks, Staff Manual, and Calendars for the HLC staff and facility.
- Ensure correspondence is accurately recorded and filed.
- Ensure format, spelling, and grammar are correct in office documents and communications.
- Provide adequate cross-training to ensure backup responsibilities are achievable for the contracted services provided.
- Develop and operate a strategic communications/marketing plan for HLC training program to include social media.
- Leverage social media to create, distribute, cultivate and respond to HLC’s growing customer base by text, pictures and videos that generate awareness for Housing training and workforce development.
- Develop HLC and Housing content for publication on official websites and Social Media sites such as, but not limited to G2, CNIC Public Website(s), Blog(s), Facebook Page(s), and Public housing on official websites.
- Prepare marketing plans for scheduled FFR learning events on HLC sites.
- Collect, receive and pick up all mail from the base post office. The Contractor will be required to comply with all directives to have access to mail.
- Provide assistance to attendees as needed to support their ability to learn.
- Create, update, and maintain Computer Programs/LMS/Spreadsheets, learning events, course descriptions, official class schedules, training requests, surveys, class attendance, and achieving any of the previous items and or data.
- Distribute, collect, and analyze pre and post-training survey results and provide a report compiling the end-of-course summaries for each completed course.
- Distribute training resources, pre and post-session materials, and training event information to students.
- Communicate and collaborate with Training Coordinators to collect data, provide support for HLC Module access, educate and assist with tools in HLC module, and develop process improvements to be reviewed and approved by the Director to include those related to student registration, attendance, and no shows.
- Identify deficiencies and recommend/initiate corrective action to the enterprise Military Housing (eMH) support office for the Housing Learning Center Module (HLCM) based on approval by the Supervisor Instructor, HLC.
- Coordinate, prepare, and maintain eMH HLC training database Standard Operating Procedures (SOP) manual.
Qualifications:
- Minimum of five (5) years of experience in Administrative procedures and databases.
- Broad knowledge of SECNAVINST, and DoD policy and Housing procedures.
- Familiar with the organization structure and operation methods of the Navy and other Department of Defense components.
- Knowledge of guiding instructions and directives of Navy Housing, their organizational structures, and work methods.
- Strong organizational, prioritization and customer service skills.
- Possess excellent written and oral communication skills.
- Proficient with the use of Microsoft Office suite and incorporated programs including Excel, PowerPoint, Word, Outlook, and Publisher.
- Proficient with Adobe products including Adobe Pro, Photoshop Elements, and Adobe Connect.
- Proficient with developing spreadsheets and schedules.
- Work hours are 0700-1600, with one hour for lunch.
