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Executive Coordinator – Health Affairs Front Office
Falls Church, VA

The Defense Health Agency (DHA) is a Combat Support Agency responsible for supporting joint operating forces across the range of military operations and in support of combatant commanders executing military operations. The DHA supports the delivery of integrated, affordable, and high quality health services throughout the Military Health System. It executes the Department’s medical mission, manages the execution of policy and serves as the program manager for TRICARE health and medical resources.

This position supports the Defense Health Agency (DHA) and is located at the Pentagon in Arlington, VA.  The DHA is a Combat Support Agency responsible for supporting joint operating forces across the range of military operations and in support of combatant commanders executing military operations.  This position involves directing, or planning and coordinating a variety of service functions that are principally work-supporting; i.e., those functions without which the operations of an organization or services to the public would be impaired, curtailed, or stopped. Such service functions include (but are not limited to) communications, procurement of administrative supplies and equipment, printing, reproduction, space management, records management, mail service, facilities and equipment maintenance, and travel arrangements for one individual or multiple, and in some cases the subordinate staff of those individuals, by performing general office work auxiliary to the work of the organization.  The duties require knowledge of clerical and administrative procedures and requirements, various office skills, and the ability to apply such skills in a way that increases the effectiveness of others.

Essential Responsibilities & Functions:

  • Schedule Management – This includes arranging travel, meetings, and conferences, speaking engagements and other appointments for the civilian/military staff members they are aligned with.  Coordinate travel (local and long distance) arrangements using the Defense Travel System (DTS).  In addition to making appointments, this involves ensuring there are no scheduling conflicts, and ensuring civilian/military members have pertinent information regarding meetings, including knowing where they need to be and when.
  • Office Support – Tasks may include managing office supply inventory; working with the appropriate personnel to minimize downtime of office equipment; ensuring sensitive information is properly handled; and when necessary, disposing of sensitive information of IAW applicable directives; and coordinating and assisting in the processing of government timesheets for the executive’s approval.
  • Communication Liaison – Manage the flow of information to and from the senior leadership team. Based on the specific duty assignment, you may be required to receive and make phone calls on behalf of senior leadership, open and sort mail, and review and summarize memos and documents prior to forwarding the information on to senior leaders.  Staff must be capable of responding to guests and inquiries in person, on the phone, and via email within the timeframe and manner as required by the applicable office.
  • Information Preparation – Support the office day-to-day operations covering a broad range of administrative tasks.  Tasks assigned may be sensitive in nature and have short deadlines.  Assist in preparing and formatting information for internal and external distribution; this may include writing letters and memos, maintaining and managing correspondence packages from the DHA/MHS automated system, compiling data for reports, creating presentations, writing reports, transcribing meeting minutes, editing, proofreading and other required information preparation duties. 
  • Records Management – Maintain DHA records.  Responsible for setting up and managing both electronic and paper filing systems, as well as taking steps to ensure the office is in compliance with applicable records management directives.

  • Program Support – Assist the civilian or military member with managing related projects, with the intent of improving the DHA/MHS organizational performance.  Define, plan, implement and integrate aspects of complex programs; as they relate to the Defense Health Agency or the Military Health System.  Assist, coordinate, facilitate, oversee, track and assist in guiding the progress of multiple special projects and activities with varying timelines and due dates.

  • Meeting Support – Provide logistical and administrative support to meetings including facilitation of the creation and distribution of agendas, read-ahead packets, and other materials. Ensure conference room reservation and setup, coordinate/support audio-visual equipment for the meeting, take/format/distribute meeting minutes, track status of any open issues/actions stemming from the meeting.

 

Knowledge, Skills & Abilities:

  • MS Office Tools required (Proficient in Word, Excel, and PowerPoint)
  • Knowledge of management principles, organizational theory, and techniques of analysis and evaluation.
  • Knowledge of administrative regulations and operating procedures.
  • Knowledge of the mission, functions, and structure of the organization, and able obtain data and information regarding work operations and to prepare a report of findings.
  • A working knowledge of the United States Military and the Department of Defense to include but not limited to ranks and titles of uniformed service members.
  • Knowledge of the Defense Travel System (DTS) is preferred.
  • Knowledge of the Correspondence and Task Management System (CATMS) is preferred.

                                                                                               

Education & Experience:

  • 4 year college degree preferred.
  • Clerical office experience preferred.
  • A Secret U.S. Government security clearance is required for this position.

Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.

Cherokee Nation Assurance (CNA) is a technology solutions provider specializing in delivering information technology, management consulting program support and professional support services. CNA’s full scope of computer and technology-related services include enterprise architecture, application development, database administration, systems administration, networking, security compliance, configuration management, infrastructure services, video surveillance, access control and professional IT services. Wholly owned by the Cherokee Nation, CNA is part of the Cherokee Nation Businesses family of companies.

We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you’d like more information about your EEO rights as an applicant under the law, please visit the following two sites:

http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf

http://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may e-mail CNB.Compliance@cn-bus.com for assistance. This email address is for accommodation requests only and cannot be used to inquire about the application process or status.

For Pay Transparency Non Discrimination provision, click here: https://www.dol.gov/ofccp/pdf/pay-transp_formattedESQA508c.pdf