Jacobs Jobs

Job Information

Jacobs Program Support Administrative Coordinator in Tampa, Florida

Critical Mission Solutions

Your mission is our mission.

We're invested in you and your success. Everything we do - whether Aerospace, Defense, Intelligence, Information Technology, Cybersecurity, Nuclear, Automotive, or Telecommunications - is more than just a project. It's our challenge as human beings, too. That's why we bring a thoughtful and collaborative approach to every one of our partnerships.

It's our promise to challenge the status quo as we redefine how to solve the world's greatest challenges, and transform big ideas into intelligent solutions for a more connected, sustainable world.

Design your career with a company that inspires and empowers you to deliver your best work so you can evolve, grow and succeed –today and into tomorrow.

Your Impact:

The Administrative Coordinator will primarily support the deployment and redeployment of personnel to multiple OCONUS locations including high-risk areas operated by US military forces within the Central Command (CENTCOM), European Command (EUCOM), Africa Command (AFRICOM) and Pacific Command (PACOM) Areas of Operation (AORs). Candidate will assist the Deputy Program Manager (DPM) and Deployment Specialist (DS) with tracking and organizing data collection and documentation related to country-specific entry/exit requirements, personnel movements, and scheduling and assisting personnel with completing all OCONUS requirements. In addition, the candidate will support the DPM with the tracking, scheduling and monitoring of multiple IT projects as needed.

Candidate must be detail oriented and be able to multitask and follow established business processes and regulations. Candidate must also be able to communicate effectively with teammates, management and government Program Office personnel. Must be able to obtain a security clearance.

The ideal candidate will have a high degree of initiative and the ability to self-direct their work and take ownership of their assigned responsibilities.

Typical Duties

• Interpret and comply with various government agency requirements regarding country-specific entry/exit requirements using established procedures

• Track personnel movements, schedules, and assist with OCONUS-related requirements

• Maintain deployment requirements database for assigned employees

• Schedule, monitor and track all pre-deployment preparations, which includes training, medical/dental/immunizations exams, visa requirements, etc.

• Assemble digital and hard copy deployment, CRC and personnel records

• Work closely with the DS and task leads to gather deployment requirements, schedules and information

• Assist Deployment Specialist in the development of Privacy Plan and Standard Operating Procedures

• Assist in making travel arrangements and travel approval for international travelers

• Update IT project related activities in both SharePoint and Remedy ITSRM

• Assist in the coordination of vendor site surveys Is consistently at work and on time, follows instructions, responds to direction and solicits feedback to improve performance.

• Consistently meets or exceeds timing deadlines

• Demonstrates a high energy level with a strong sense of urgency for those issues that must be resolved quickly.

• Demonstrates excellent customer service, communication and Microsoft Office skills and abilities.

• Handling confidential/sensitive information

• Works late with little notice or non-standard hours (nights/weekends on occasion) to meet mission requirements

Here’s What You’ll Need:

Qualifications - External

Requires two (2) years of college with courses in business administration, computer science, or industrial management, and four (4) years progressive experience, or any equivalent

combination of relevant education and experience.

Must have expert knowledge of using Microsoft Office products (PowerPoint, Word, Excel, Outlook) and Adobe Acrobat.

Preferred Experience:

• Experience with DoD deployment systems and published guidance (i.e., Synchronized Pre-deployment and Operational Tracker (SPOT), Aircraft and Personnel Automated Clearance System (APACS) and the DoD Foreign Clearance Guide).

• Experience as Global Mobility or international travel coordinator

• Experience in researching Visa requirements and Visa processing

• Experience in Human Resources support

Essential Functions

Physical Requirements

Requires sitting for extended periods of time at a desk (90%). Requires sitting at a computer terminal for long periods of time (90%). There is a possibility that due to parking availability and location of work area walking moderate to long distances can sometimes be required.

Work Environment

Inside office/cubicle environment. Requires ability to interact professionally with co-workers and all levels of management (100%).

Equipment and Machines

Requires ability to operate a personal computer, a telephone, copier, and other general office equipment (100%). Ability to conduct evaluation of third and fourth generation or current state of the art computer hardware and software and its ability to support specific requirements, interfacing with other equipment and systems.

Attendance

Attendance is critical. Work hours are normally 8 hours per day and 5 days per week, Monday through Friday. Being prompt is important to provide continuous and on-going service to customers. Attendance is important to maintain continuity of service. Work outside of normal duty hours may be required with as little as one hour advance notice. Overtime is infrequent, but important when required (1%).

Other Essential Functions

Must be able to communicate effectively, both verbally and in writing. Must be able to interface with individuals at all levels of the organization. Must be able to obtain unescorted access to work areas. Grooming and dress must be appropriate for the position and must not impose a safety risk/hazard to the employee or others.

Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other characteristics protected by law. Jacobs is a drug-free workplace.

At Jacobs, we’re challenging today to reinvent tomorrow by solving the world’s most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good. With $13 billion in revenue and a talent force of more than 55,000, Jacobs provides a full spectrum of professional services including consulting, technical, scientific and project delivery for the government and private sector.

DirectEmployers