Job Details

Valiant is looking for a Program Support Specialist to join our team! In this role you will provide operational expertise and administrative oversight to the CFE contract and various projects. The US Department of Defense Center for Excellence in Disaster Management and Humanitarian Assistance (CFE) is based in Honolulu, Hawaii with a global mission to build crisis response capacity, enhance coordination and collaboration, and strengthens relationships in the field of international humanitarian assistance and humanitarian civil-military coordination. CFE reports directly to the Commander USINDOPACOM.

RESPONSIBILITIES AND DUTIES:

• Work closely with the Valiant Site Manager to provide contract support in the way of compiling expense and status reports, HR onboarding actions, IT / VTC requests, ensuring document quality control, and support to employees for day-to-day actions.
• Work closely with the CFE Training & Engagements (T&E) Branch Chief to assist with travel requirements, scheduling meetings and sending emails. Coordinate and attend weekly T&E Synch meetings to communicate any new changes, requirements, or issues.
• Provide administrative support and coordination for CFE's Humanitarian Assistance Response Training (HART) Courses. Work closely with the HART Course Program Manager, Knowledge Manager, IT Lead, and course instructors. Ensure all course information is updated on the published CFE website.
• Assist with production during on-island HART Courses for USINDOPACOM such as loading presentations and videos, venue setup of tables and chairs, test audio/visual equipment, organize breakout groups, and monitor presenters time for sessions.
• Create and manage BlackBoard (BB) / Learning Management System (LMS) accounts, BlackBoard will transition to Canvas.
• Review and approve HART Course applicants within the course target audience. Provide BB/LMS support to staff, instructors, and students.
• Maintain a student roster to mark attendance and track completion of assignments to meet the requirements of obtaining a course certificate. Update the HART alumni roster for CFE email distribution lists.
• Prepare a draft agenda for each course and synch with the HART Course Program Manager, instructors, and staff. Prepare printed materials such as handouts, instructor guides, and PowerPoints to support the HART Course Program Manager in executing courses. Coordinate with course instructors to ensure all the materials are received and plan with the instructor on the execution of their sessions.
• Write and edit documents, from meeting minutes to curriculum review, student feedback surveys and course conclusion reports. Maintain course files management on Blackboard and within CFE's Shared Drive.
• Monitor a shared email mailbox for CFE Training. Assist with answering email inquiries and ensure the appropriate Program Manager is aware of all the engagements.
• Assist the CFE Front Office, to ensure support to the Director and Deputy Director, with scheduling appointments virtually or in-person, and confirming travel arrangements. Support with mailings, purchase orders, printing requests, copying, etc. Provide coverage, as needed, to answer phones, greet visitors, and escort facilities management.
• Other duties as assigned.

EDUCATION REQUIREMENT:

• Bachelor's degree. Business administration, or related field, preferred.
• Associate's degree with 6 years specialized experience may be used as substitute.

CLEARANCE REQUIREMENT: Active Secret

EXPERIENCE:

• 4+ years of clerical, secretarial, or office experience.
• Knowledge of MS Office, MS Teams, and database computer applications to produce and maintain a wide variety of documents. Knowledge of BlackBoard and Canvas is desired.
• Possession of excellent oral and written communication skills. Demonstrate knowledge of standard and business English usage and proper formatting of formal correspondence in response to inquiries, reports, emails, etc.
• Must be comfortable interacting with senior government executives, military personnel, and other contractors performing staff functions, and coordinating actions between various policy organizations. Willingness to collaborate with others from different backgrounds, respect for diverse perspectives.
• Ability to take direction yet work independently with a high degree of autonomy. Ability to work in a fast-paced environment and on multiple projects. Ability to work under stress and complete short fuse requirements.
• Working knowledge of the following DoD systems:
• Familiarity with the Indo-Pacific geopolitical security environment is desired.
• The position may require travel to support HART courses/Exercise events. Up to10%.
• Must be able to obtain U.S. passport.

PHYSICAL REQUIREMENTS: Physical requirements may include, but are not limited to, lifting, ascending, and descending stairs, climbing, extended sitting or standing, to various degrees. This job will primarily be in an Office Setting. Must be able to physically travel.