What are the responsibilities and job description for the Workflow Administrator position at SAIC?
Job ID: 2501269
Location: ARLINGTON, VA, US
Date Posted: 2025-01-30
Category: Program Management
Subcategory: Project Analyst
Schedule: Full-time
Shift: Day Job
Travel: No
Minimum Clearance Required: Top Secret
Clearance Level Must Be Able to Obtain: None
Potential for Remote Work: No
Description
Position Overview:
The Workflow Administrator will provide critical support to the Executive Correspondence Office (ECO) within the Research & Engineering (R&E) Business Operations division, located at the Pentagon. This role requires exceptional organizational skills, attention to detail, and the ability to manage high-level correspondence and workflow processes in a dynamic and high-pressure environment. The ideal candidate will ensure all correspondence and tasking are managed effectively, tracked accurately, and delivered in compliance with established protocols and deadlines.
Primary Responsibilities:
- Task and Correspondence Management:
- Monitor the Correspondence and Task Management System (CATMS) to ensure tasks are accurately tracked, prioritized, and completed within defined timelines.
- Triage incoming tasks, assign appropriate priorities, and proactively follow up on outstanding actions.
- Ensure senior leader decisions are communicated clearly and accurately via prepared correspondence.
- Document Preparation and Review:
- Draft, review, and edit correspondence, reports, and tasking packages for clarity, completeness, and adherence to established formats and standards.
- Validate documents for logical structure, compliance, and alignment with senior leadership expectations.
- Prepare briefing materials, reports, and supporting enclosures for senior-level review and approval.
- Communication and Coordination:
- Serve as a primary point of contact for coordinating correspondence with internal teams and external stakeholders, including OSD Front Offices, Joint Staff, Defense Agencies, Congress, and other government organizations.
- Professionally engage with senior leadership and stakeholders to ensure efficient task execution and issue resolution.
- Provide excellent customer service via phone, email, and in-person communication.
- Records and Document Control:
- Maintain accountability and organization of both electronic and hard-copy correspondence files.
- Ensure all correspondence control systems reflect real-time task status and document tracking.
- Safeguard classified materials, ensuring proper handling, storage, and destruction in compliance with DoDM 5200.01 guidelines.
- Administrative Support:
- Order and maintain office supplies and ensure seamless daily operations within the Executive Correspondence Office.
- Oversee document routing and ensure adherence to approved distribution protocols.
- Quality Assurance:
- Analyze correspondence and documentation for accuracy, consistency, and completeness.
- Recommend improvements to workflow processes and communication strategies to enhance efficiency and effectiveness.
- Identify gaps or bottlenecks in the correspondence workflow and propose actionable solutions.
Qualifications
Required Qualifications:
- Experience:
- Minimum of five (5) years of recent and relevant experience supporting executive-level operations.
- Demonstrated experience in correspondence management and workflow coordination is required.
- Preferred experience supporting Senior Executives in Government, Military (DoD Flag/General Officers), or Private Sector (Chief level) environments.
- Education:
- Bachelor’s degree from an accredited college or university.
- In lieu of a degree, four (4) years of specialized experience (including military or industry experience), in addition to the minimum required experience.
- Clearance:
- Active Top Secret (TS) clearance with the ability to obtain and maintain SCI eligibility.
- Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access).
- Strong verbal and written communication skills.
- Exceptional attention to detail and organizational abilities.
- Ability to manage competing priorities in a high-pressure environment.
- Familiarity with CATMS (Correspondence and Task Management System) or similar systems.
- Previous experience working in a DoD or military command environment.
- Demonstrated ability to support senior-level correspondence and workflow management.
SAIC accepts applications on an ongoing basis and there is no deadline.
Covid Policy: SAIC does not require COVID-19 vaccinations or boosters. Customer site vaccination requirements must be followed when work is performed at a customer site.
