Administrative Specialist (Program Office Post Delivery)

The successful candidate will support the General Manager with administrative tasks, assist with general office and staff support, and be responsible for certain internal and external reporting for three government contracts. Operating under the BIW Business Operating System (BOS), the Administrative Specialist ensures compliance with safety, quality, and performance standards while coordinating with other key stakeholders to meet overall milestones.

This position is located in Brunswick, ME with onsite requirements.  Work From Home / Remote Work is not available wit this position.

Key Responsibilities

Administrative Support

• Provide excellent customer service support by proactively helping with inquiries and by resolving issues timely.
• Compose correspondence as needed between different departments and external stakeholders.
• Perform regular Time Accounting (WFM) and PeopleSoft Administration.
• Planning, coordination, and support for customer visits and program meetings.
• Collect data, prepare presentations, and perform record keeping duties to manage department Plans of the Week and Digital Dashboards.
• Support new hire onboarding, orientation and requesting system access.
• Lead for all special organization events.
• Assist, and back-up, other administrative support personnel. 

General Office Support

• Ensure workplace conditions are compliant with company safety standards and actively participate in the Safety Action Team (SAT) and help lead initiatives.
• Process payments for off-site operating expenses.
• Manage budgets and order for specialized office supplies. 

Internal and External Reporting

• Support coordination, review, and distribution of internal and external reporting.
• Monthly review, analysis, and reporting of divisional overhead.
• Development of, and adjustments to, departmental resource plan and associated reporting.
• Department compliance reviews of procedures and processes. 

Travel Coordination and Support

• Pre-travel authorization.
• Travel booking within Concur travel system.
• Travel expense reports and cost comparisons.
• Local mileage requests.
• Visit authorization letters for government facilities. 

Special Projects as assigned.

• High School Diploma or GED required.
• An associate’s degree in office administration or business or supplemented by related experience.

• Minimum 10 years administrative support experience, preferably involving interaction with Executive/Senior Management.
• Excellent organizational skills and attention to detail.
• Strong computer, oral, written, analytical and interpersonal skills, coupled with an ability to work independently and/or as a member of a team in a fast-paced environment.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Must be able to effectively manage priorities and meet schedule demands.
• Experience in compiling and preparing reports and presentations.
• Excellent written and grammatical skills with the ability to draft correspondence from general guidance.
• Requires interface with customers. Must be comfortable working professionally with Navy and industry representatives.
• Ability to work modest levels of overtime, as required. Must be able to support some night or weekend special activities/events.
• Motivated self-starter, with the ability and desire to act with limited guidance and direction.