ProteQ delivers comprehensive technical, business, and program management services to both government and commercial clients. Our expertise encompasses program development, logistics, complex systems integration, engineering initiatives, field exercises, and testing plans. ProteQ also provides extensive environmental, health and safety programs, along with audit services.

Rooted in a commitment to national security, ProteQ has a rich history supporting our clients in this critical area. Our team brings extensive experience in managing complex programs and cross-functional teams dedicated to developing, integrating, testing, and transitioning technology for defense applications, particularly in the maritime sector. With in-depth knowledge of manned and unmanned undersea systems and operations, we offer a wide range of functional expertise, from technical and engineering roles to operations and executive leadership.

ProteQ is seeking a Program Administrator IV and Executive Assistant as a support contractor to support the Office of Naval Research in Arlington, VA. This position is contingent upon award of contract which is expected August 2025.

Responsibilities

• Assist program officers and other government personnel with internal work processes and procedures that involve the following systems/software: Defense Travel System (DTS), Joint Travel Regulations (JTR), Joint Personnel Accountability System (JPAS), Wide Area Workflow (WAWF), Contract Administration System (CAMIS), Standard Accounting and Reporting System (STARS) and iConnect
• Collect and maintain current technical, financial, and policy directives that apply to the Sea Warfare and Weapons Department
• Provide administrative support for NMCI seats/correspondence and routing sheets/training/management internal controls
• Attend and gather information for the Department during bi-weekly Human Resources Office (HRO) meetings and Corporate Administrative Advisory Group (CAAG) Meetings
• Assist with Human Resource functions for the Department such as Check-In, Check-Out, and Change in Status; Training requests and forms; entering data into the Personnel Process Improvement (PPI) Suite System; monitoring timekeeping; preparing Bank Card Purchase requests; and coordinating assignment of office spaces and equipment
• Research and provide information related to any regulations and policies pertaining to making travel arrangements including the Federal Joint Travel Regulations, foreign clearance guide, national and international visit requests, short and standard lead country clearances, Aircraft and Personnel Automated Clearance System (APACS), Joint Personnel Adjudication System (JPAS), standard and short lead VISAs, as well as, fee and no-fee standard and short lead passports
• Assist program officers with DTS, entering travel requests into DTS, working with Scheduled Air Transportation Office (SATO) travel system and reviewing travel order authorizations and vouchers
• Assist with foreign travel requirements verification, invitational travel orders and vouchers, passport requests, VISA requests, visit requests, official diplomatic and country clearances, letters of expediting, country and diplomatic clearances, and other associated travel documentation and tasks
• Provide scheduling support and maintain calendars for program officers, Division Directors, Department Head and other supported government personnel
• Organizing and coordinating meetings, tasks would include book conference rooms and work with the ONR Corporate Strategic Communications (CSC), as necessary, for coordinating off-site events
• Provide administrative support for standard office operation and support functions, including coordinating transportation, performing document maintenance, filing, printing and scanning
• Prepare submissions for tri-monthly conference attendance approval
• Preparing all forms required to ensure the office continues to operate, including, DD 249 forms requesting building access, responding to carrier card requests, preparing and submitting new user requests, new hire packages and onboarding submissions, preparing and tracking MOAs for detailee assignments, preparing System Authorization Access Request Navy (SAAR-N) forms for NIPR and SIPR access, preparing Contractor Verification System (CVS) Registration Request forms for individuals to obtain Common Access Cards (CAC) and preparing hardware/software requests
• Provide executive level administrative support through clerical work, receiving official visitors, arranging travel, producing correspondence, and scheduling meetings
• Manage and maintain the Department Head schedule, including scheduling travel and conferences, managing appointments
• Ensure the calendar for the following workday is executable
• Work with the Military Deputy Department Head (MILDEP) and Code 33 Support Team to review and coordinate the Code 33 Department Calendar with Department Head's calendar at the weekly calendar sync
• Work with Travel Team to generate travel orders, travel vouchers, travel approvals, conference registration and coordination with Department Administrative Officer
• Greet visitors and determine security clearance of visiting parties; arrange access and escort visitors
• Opening, sorting, and distributing correspondence (faxes, and regular mail)
• Build knowledge by attending internal training seminars, as well as reviewing guidance and instructions, and coordinating with AOs and EAs within organization
• Forward submissions/approvals for building access to Department Head
• For offsite meetings, verify clearance has been sent and confirm the transportation and parking needs, meeting registrations, speaker approval form requests and approvals, and visit security clearance
• Prepare read aheads (RAHs)/presentations
• Manage Front Office Staff calendars
• Ensure desk coverage at all times
  
  

Qualifications

• Be a U.S. Citizen
• Active Secret Clearance or the ability to obtain a Secret clearance prior to contract award
• A high school diploma with at least fifteen (15) years of experience providing administrative, business, and financial support OR a bachelor's degree from an accredited college or university and ten (10) years of experience providing administrative, business, and financial support
• Experience working with the systems or similar systems listed above
• Demonstrated experience with human resources related efforts required to ensure continued operation of the Department
• Demonstrated ability to interface with Government and S&T contractor/grantee personnel in order to meet program manager needs
• Experience with Defense Travel System (DTS)
• Ability to communicate clearly and effectively, both verbally and in writing, as required for developing program and project documentation, providing program officer support, coordinating with other DOD services and agencies, industry and academia and providing outreach efforts
• Possess excellent computer skills, with particular emphasis on Microsoft Office 365 (specifically, Word, Power Point, Outlook, SharePoint Online, Teams and Excel)
  
  

Desired Qualifications

• Proficiency in ZoomGov; Adobe Acrobat; Navy Enterprise Resource Planning (ERP); Pentagon Reservation Visitor Portal; SECNAV Leadership Sharepoint Portal (SES transportation, Pentagon parking, etc.); OLC visitor access process; ONR iConnect; and Defense Information System for Security (DISS) Visit Request Process
  
  

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.