Administrative Manager IV - Naval Surface Warfare Center

Description

We are seeking an experienced Administrative Manager IV to provide senior-level administrative management, business operations coordination, and program support services for the Naval Surface Warfare Center, Port Hueneme Division (NSWC PHD), under the Financial and Program Management Support Services (FPMS) contract.

The Administrative Manager will support the effective execution of Navy programs and organizational initiatives by coordinating administrative operations, managing business processes, overseeing documentation and reporting activities, and facilitating communication among Government departments, stakeholders, and support personnel.

The selected candidate will play an important role in maintaining operational efficiency, ensuring timely completion of administrative requirements, improving organizational workflows, and supporting program management activities across multiple functional areas.

Responsibilities include project and administrative coordination, management reporting, document control, performance tracking, process improvement, procurement support, training coordination, and customer service activities.

The ideal candidate will possess extensive administrative management experience within federal Government or Department of Defense (DoD) environments, strong organizational and leadership capabilities, and proficiency with Government business systems and modern administrative technologies.

Essential Duties and Responsibilities

Administrative Management and Operational Support

• Provide senior-level administrative management and business operations support to NSWC PHD departments, programs, and organizational leadership.
• Coordinate administrative activities and support functions to ensure efficient execution of assigned program requirements.
• Develop, implement, and maintain administrative procedures, workflows, and operating processes that support organizational effectiveness.
• Oversee the coordination of administrative tasks, ensuring timely completion, accuracy, and compliance with established Government procedures.
• Monitor administrative workloads, priorities, milestones, and deliverables to ensure organizational requirements are met.
• Coordinate administrative support activities among multiple departments, Government personnel, and contractor support teams.
• Identify administrative process deficiencies, workflow challenges, and resource constraints, recommending corrective actions and improvements.
• Maintain operational continuity and support changes in organizational priorities and mission requirements.
• Assist Government leadership with planning, coordinating, and monitoring administrative initiatives and operational activities.

Program and Project Management Support

• Support program and project management activities, including project planning, scheduling, execution tracking, and milestone coordination.
• Develop and maintain project schedules, action-item trackers, status reports, and administrative tracking systems.
• Coordinate meetings, planning sessions, stakeholder engagements, and program reviews.
• Monitor project activities to identify potential scheduling conflicts, administrative delays, or operational challenges.
• Support tracking of project deliverables, performance objectives, resource requirements, and assigned responsibilities.
• Prepare and organize program documentation, meeting materials, management briefings, and project status updates.
• Coordinate administrative requirements supporting technical projects, engineering programs, and organizational initiatives.
• Assist with documentation of project risks, corrective actions, lessons learned, and process improvements.
• Support the implementation of project management methodologies and tools used by NSWC PHD.

Documentation and Records Management

• Develop, review, organize, and maintain administrative and program documentation in accordance with Government requirements.
• Support preparation and maintenance of Standard Operating Procedures (SOPs), desk guides, instructions, memorandums, management reports, and training materials.
• Establish and maintain document control procedures, filing structures, and version management practices.
• Manage program folders, electronic records, shared repositories, and authorized document access.
• Review administrative documentation for accuracy, completeness, consistency, and compliance with established procedures.
• Coordinate document updates, approvals, distribution, and archival activities.
• Maintain records of administrative requests, program correspondence, meeting minutes, and assigned action items.
• Support Government reviews and assessments by organizing documentation and providing accurate records as required.

Business Operations and Process Improvement

• Evaluate administrative and business processes to identify opportunities for improved efficiency, effectiveness, and accountability.
• Support continuous process improvement, business transformation, and organizational quality management initiatives.
• Analyze operational workflows, identify bottlenecks, and recommend process enhancements.
• Develop and maintain administrative performance measures and procedures for tracking operational effectiveness.
• Coordinate implementation of approved process improvements with Government personnel and other stakeholders.
• Support standardization of administrative procedures across programs and organizational departments.
• Assist with organizational planning initiatives and recommendations for improving administrative service delivery.
• Maintain process documentation and evaluate the effectiveness of implemented changes.

Reporting, Data Analysis, and Performance Monitoring

• Collect, organize, analyze, and report administrative and operational data from Government-approved systems and repositories.
• Develop administrative tracking reports, performance summaries, management dashboards, and operational metrics.
• Monitor administrative service delivery, action-item completion, and program support activities.
• Identify trends, recurring issues, and opportunities for improvement based on operational and administrative data.
• Prepare executive summaries, presentations, charts, and reporting materials for Government leadership.
• Support development of interactive reports and dashboards using Microsoft Excel, Power BI, or comparable applications.
• Maintain accurate and timely information to support management decision-making.
• Coordinate preparation of program status reports, management briefings, and other administrative deliverables.

Stakeholder Coordination and Customer Support

• Serve as an administrative coordination resource for Government personnel, program offices, and supported departments.
• Facilitate communication among internal stakeholders, customers, and contractor support personnel.
• Coordinate meetings, working groups, and administrative planning activities.
• Respond to inquiries regarding administrative procedures, program support requirements, and operational requests.
• Track customer issues, action items, and support requests through resolution.
• Gather stakeholder feedback to identify service delivery challenges and improvement opportunities.
• Support preparation of correspondence, presentations, and briefing materials for internal and external stakeholders.
• Promote timely information sharing, effective coordination, and consistent administrative service delivery.

Procurement, Training, and Resource Coordination

• Support administrative tracking and coordination of Government procurement requests, purchase requisitions, and other organizational requirements.
• Monitor procurement actions through established request and approval processes.
• Assist in coordinating administrative documentation associated with procurement and resource requests.
• Track training requests from initial submission through completion, including coordination of approvals and required documentation.
• Assist with training schedules, administrative records, and coordination with appropriate workforce development personnel.
• Support tracking and management of organizational resources and administrative service requirements.
• Coordinate with Government personnel to resolve delays, documentation issues, and administrative processing concerns.
• Maintain accurate records and reporting on procurement, training, and other business support activities.

Quality Assurance, Security, and Compliance

• Ensure administrative support activities are performed in accordance with applicable contract requirements, organizational policies, and Government procedures.
• Review administrative work products for accuracy, completeness, and timeliness.
• Identify compliance concerns and recommend appropriate corrective actions.
• Support maintenance of quality control procedures and administrative performance standards.
• Ensure Government information and documentation are handled in accordance with established security requirements.
• Follow applicable policies governing Controlled Unclassified Information (CUI), Operational Security (OPSEC), and Government information systems.
• Support Government compliance reviews, documentation requests, and quality assessments.
• Promote accountability, consistency, and continuous improvement in administrative operations.

Requirements

• Bachelor's degree in Business Administration, Management, Public Administration, Operations Management, or a related discipline, or equivalent relevant professional experience.
• Minimum of 8–10 years of progressively responsible administrative management, business operations, or program support experience, preferably within a federal Government or DoD environment.
• Demonstrated experience coordinating complex administrative operations involving multiple departments, stakeholders, or organizational functions.
• Experience developing and maintaining administrative procedures, SOPs, tracking systems, management reports, and operational documentation.
• Experience supporting program or project management activities, including schedule coordination, milestone tracking, and performance reporting.
• Strong understanding of administrative management principles, operational efficiency, and business process improvement.
• Experience coordinating procurement requests, training requirements, or other Government business support activities.
• Proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Teams.
• Experience using electronic document repositories, shared collaboration platforms, and administrative tracking systems.
• Excellent organizational, analytical, and problem-solving abilities.
• Strong written and verbal communication skills.
• Demonstrated ability to coordinate multiple priorities and deliver accurate work under established deadlines.
• Ability to work effectively with Government personnel, senior leadership, and multidisciplinary teams.

Preferred Qualifications

• Previous experience supporting NAVSEA, NSWC Port Hueneme, or other U.S. Navy organizations.
• Experience managing administrative functions under federal Government professional services contracts.
• Master's degree in Business Administration, Public Administration, Management, or a related field.
• Experience supporting technical, engineering, acquisition, or program management organizations within DoD.
• Familiarity with federal Government administrative policies, procedures, and documentation requirements.
• Experience using Navy Enterprise Resource Planning (N-ERP) or other Government business systems.
• Advanced proficiency with Microsoft Excel, Power BI, SharePoint, Microsoft Project, and Microsoft Planner.
• Familiarity with Jira, Confluence, or similar project management and collaboration tools.
• Experience implementing organizational process improvements, business transformation initiatives, or quality management programs.
• Experience developing management dashboards, operational performance reports, and executive presentations.
• Project Management Professional (PMP), Certified Administrative Professional (CAP), or relevant business operations certification.
• Active Secret security clearance, if applicable to assigned duties.