Protect our Land, Ascend with Us!

Ascension is seeking an Administrative Operations Coordinator to provide responsive, organized, and highly reliable administrative and operational support to senior leaders and personnel within the U.S. Marine Corps Programs & Resources organization, particularly the Resources Fiscal Directorate, Accounting and Financial Systems Branch, and Systems and Data Integration Division.

This position is well suited for an administrative professional who understands that supporting a senior-level federal organization requires significantly more than routine clerical support. The successful candidate is comfortable managing competing priorities, tracking time-sensitive actions, coordinating personnel and facility access, maintaining accurate records, supporting senior-leader schedules, and ensuring documents and requests move through the organization without delays.

The ideal candidate is highly organized, detail-oriented, service-focused, discreet, dependable, and comfortable working in a structured DoD environment. The individual should be capable of recognizing emerging administrative issues, determining the appropriate next action, coordinating across multiple stakeholders, and following an action through completion with limited day-to-day supervision.

The position directly supports the Marine Corps’ financial-management organization responsible for accounting, financial systems, audit readiness, data integration, reporting, and related enterprise activities. The PWS identifies RFA and SDI as organizations supporting financial reporting, DAI, data integration, automation, internal controls, and maintenance of the Marine Corps’ unmodified audit opinion. SSN_ADCFAS_Enclosure_1_PWS_DRAF…

Summary of the Contractor Role

The Administrative Operations Coordinator provides the day-to-day administrative infrastructure that allows RF, RFA, and SDI personnel and leadership to operate efficiently.

The coordinator supports organizational calendars and collaborative meetings; tracks official correspondence and tasks; routes documents for review and approval; maintains supply, equipment, visitor, and accountability records; supports personnel onboarding and departures; coordinates Common Access Card and facility/system access activities; assists authorized facilities personnel and inspectors; and performs recurring administrative inspections.

This is a high-coordination, high-accountability position. The successful candidate must be able to manage multiple parallel actions while maintaining accurate status information, safeguarding Government information, meeting short response timelines, and communicating professionally with military, civilian, contractor, and external stakeholders.

The PWS requires administrative requests under Task 5.2 to be initiated through the COR or designee and coordinated through the Contractor’s Program Manager. Many administrative event tasks are expected to be completed within one business day, making responsiveness and disciplined task management particularly important. SSN_ADCFAS_Enclosure_1_PWS_DRAF…

Day-to-Day and Recurring Responsibilities

• COORDINATE calendars, meetings, conference rooms, collaborative sessions, telephone-line reservations, and employee accountability schedules for RF, RFA, and SDI personnel and leadership.
• REVIEW shared calendars routinely and identify scheduling conflicts, missing information, or significant issues requiring escalation.
• PREPARE meeting schedules, event information, read-ahead materials, and administrative packages required to support leadership engagements.
• RECEIVE, TRACK, ROUTE, and MONITOR official organizational tasks received through DoN TRACKER, email, Microsoft Teams, task inboxes, or other Government-approved channels.
• ROUTE information papers, decision memoranda, trip reports, correspondence packages, and other documents to the appropriate reviewing and approving officials.
• MONITOR suspense dates and follow up with action owners to help ensure administrative tasks and correspondence are completed on time.
• ANSWER and ROUTE incoming organizational telephone inquiries to appropriate Government personnel and provide approved non-sensitive organizational information when authorized.
• COORDINATE arrival and access requirements for official visitors and maintain accurate visitor accountability records.
• MAINTAIN office supply, equipment, IT asset, and high-value asset accountability logs.
• CONDUCT required recurring accountability checks and identify discrepancies or unauthorized equipment for appropriate Government review.
• SUPPORT onboarding and offboarding of military, civilian, and contractor personnel, including Welcome Aboard materials, arrival planning, building orientation, and administrative processing.
• COORDINATE CAC issuance and collection and building/office access using applicable processes, including DD Form 2249-related activities.
• COORDINATE computer network and system-access requests and terminations, including DD Form 2875 processing.
• FACILITATE access for Fire Marshal, cybersecurity, facility maintenance, and other authorized inspection personnel.
• CONDUCT monthly fire-extinguisher inspections for designated RFA/SDI spaces and document completion on required inspection records.
• MAINTAIN administrative trackers, logs, records, and supporting documentation sufficient to demonstrate completion and status of assigned activities.
• COMMUNICATE professionally with senior leaders, Government employees, military personnel, contractors, visitors, and external stakeholders while clearly identifying contractor status as required.
• ESCALATE unresolved scheduling, access, documentation, facility, or task-management issues to the Contractor Program Manager.
• PROTECT CUI, sensitive Government information, PII, and other restricted information encountered during contract performance.