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Department Summary:

The Center for Integrated Transportation (CIT) within the MITRE Corporation is seeking an organized, detail-oriented, and customer-focused Administrative Assistant to join the CIT Program Management Office (P261) located in McLean, VA. CIT runs the FAA’s Center for Advanced Aviation System Development (CAASD) federally funded research and development center (FFRDC) and executes a diverse work program supporting the FAA and other customers. Our department is focused on providing program management support to the CAASD FFRDC and the divisions within CIT. The department works closely with other organizations across MITRE to ensure the CIT work program is executed effectively and efficiently. We are seeking a highly motivated individual to join our team who is excited to take on new challenges, proactively solve problems, learn new things, and embrace a culture of speed, adaptability, risk-taking, collaboration, and grace and respect.

Roles and Responsibilities:

Working closely with the P261 Department Manager to address known and emerging administrative needs of the department and division such as:

• Documenting business administration processes and practices, and proactively identifying ways they could be streamlined or improved. Processes include but are not limited to: review and delivery of contractually required products to FAA, contract modifications, quarterly product review board (QPRB) materials and meetings, international travel requirements, FAA Suitability/PIV/e-mail requests, annual FAA Security training, etc.
• Collaborating with CIT PMO team and partner organizations (Finance, Contracts, Global Security Services, etc.) on recommending and implementing solutions to address process gaps and improve process efficiency and effectiveness (e.g., FAA Suitability, PIV, e-mail request submission and tracking; FAA Security training tracking; NDA management, etc.)
• Managing various routine CIT administrative processes to ensure they are executed effectively and efficiently, such as the QPRB material consolidation and delivery, annual training announcements and training delivery, meeting scheduling, timesheet changes and compliance, and others.
• Tracking the status of various activities, and proactively taking steps to keep processes moving along in a timely manner, including FAA suitability requests, FAA PIV and e-mail requests, compliance with mandatory training, etc. Engaging with FAA PMO on submission and follow-up on FAA Suitability, PIV, and E-mail requests and collaborate with the FAA COR on resolution of issues in processing.
• Developing working knowledge of FAA MOD process and assisting CIT PMO team in executing activities to bring work under contract (IWR review & distribution, coordination with Finance and PLs, PBWP updates, etc.) as assigned.
• Rapidly and accurately updating the systems of record for the CAASD Product Based Work Program (PBWP) after contract modifications or other changes are made and completion of contractually required activities (e.g. QPRB, FEB).
• Regularly checking data quality dashboards to identify data quality issues and proactively taking actions to resolve the data errors or gaps. Assisting PMO team and PLs with requested fixes and updates to project and pipeline information as necessary
• Managing and curating the content for P260/P261 SharePoint sites and other P260/P261 knowledge management sites (e.g., Confluence, CBLM, Sensitive Deliverables, Tracker) to ensure the organizational structure is logical and intuitive to navigate and that the content is relevant, up to date, and complete. Reaching out to content POCs to identify and resolve gaps.
• Coordinating with FAA sponsors, MITRE employees, and MITRE Contracts on obtaining approvals for foreign travel requests in support of FAA direct work
• Working across the CIT admin team to manage the content curation process for keeping FAA sponsor information up to date in our system of record (SponsorView)
• Ensuring formatting quality control across all products delivered to our FAA customer:
  • Ensure all CIT Administrative staff understand expectations regarding the product delivery process. Partner with other admins across CIT to ensure that administrative processes are clearly defined and understood across the CIT workforce.
  • Assess deliverable progress and workload of each admin and recommend adjustments to admin assignments to balance workload or following up with admins to ensure their assignments are completed
  • Conduct final review of all FAA products before final delivery to ensure consistency in formatting and adherence to MITRE and CIT deliverable guidelines by the CIT administrative staff.
  • Serve as the primary admin for delivery of P260 products. Provide basic review of documents, including formatting and simple editorial review, prior to delivery to sponsor.
• Performing a variety of other administrative tasks for P261 as assigned, including scheduling and prioritizing meetings with the FAA Program Management Office or internally, preparing documentation (letters, emails, briefings), setting up meetings using video teleconferencing technologies, time card administration, assisting P261 department manager on activities related to the downtown DC site, communicating updates on process changes and information to CIT staff, and keeping all CIT group e-mail distribution lists current.
• Working collaboratively in a dynamic and face-paced team environment; working with Administrative Assistants across CIT and L250 to provide back-up coverage where needed. This may include a wide variety of administrative duties as needed.

Minimum Qualifications:

• Typically requires a minimum of 2 - 4 years of related experience with a High School Diploma or equivalent in education, or 2 years’ experience and an Associate degree, or equivalent combination of education and related work experience.
• Applicants selected for this position may be subject to a government security investigation and must meet eligibility requirements for access to sensitive information or applicants who are eligible for security clearances.
• Knowledge and proficiency in Microsoft Office tools, including MS Office (PowerPoint, Outlook, and Excel), MS Teams, SharePoint; familiarity with knowledge sharing tools including Confluence.
• Excellent organizational skills with the ability to effectively handle multiple assignments (e.g., multi-task)
• Self-motivated, detail-oriented, action-oriented problem solver, with excellent communication skills who can work collaboratively as part of a team and with limited direct supervision.

Preferred Qualifications:

• Bachelor’s degree or equivalent combination of education and related work experience
• Knowledge of MITRE Business Processes and supporting enterprise tools (e.g., Clarity, Salesforce, TRS)
• Previous experience supporting a large, dynamic, fast paced team

This requisition requires the candidate to have a minimum of the following clearance(s):

This requisition requires the hired candidate to have or obtain, within one year from the date of hire, the following clearance(s):

Work Location Type:

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