Navy - Administrative Manager

Administrative Manager

cFocus Software seeks an Administrative Manager to join our program supporting the United States Navy (DON). This position is on site in the San Diego, CA area. This position requires a Secret clearance. Qualifications include:

• Active Secret clearance
• Bachelor's degree in Business Administration, Management, Public Administration, Communications, Project Management, Information Systems, or a related discipline.
• 7+ years of experience supporting program administration, executive support, project coordination, or business operations.
• Experience supporting Department of Defense, Department of the Navy, NAVWAR, acquisition, modernization, or technical programs is highly desirable.
• Knowledge of program administration, office management, executive support, and business operations.
• Experience coordinating meetings, schedules, task management, correspondence, and executive communications.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
• Ability to develop reports, briefings, executive summaries, white papers, and professional correspondence.
• Experience maintaining records, document repositories, databases, and tracking systems.
• Ability to analyze information, identify issues, and provide recommendations for resolution.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, SharePoint, Teams, Outlook, Excel, Word, and PowerPoint.
• Ability to work effectively with senior Government personnel, program managers, engineers, and cross-functional teams.

Duties include:

• Planning, coordinating, scheduling, and supporting technical reviews, working groups, program management reviews, executive meetings, and stakeholder engagements.
• Preparing meeting agendas, briefing materials, attendance rosters, conference logistics, virtual meeting coordination, and meeting documentation.
• Facilitating meetings and maintaining meeting minutes, action item trackers, decision logs, and follow-up documentation.
• Tracking, coordinating, and monitoring completion of assigned action items and ensuring timely responses from stakeholders.
• Preparing recurring and ad hoc program documentation including executive summaries, white papers, issue papers, reports, correspondence, charts, graphics, presentations, and status briefings.
• Supporting Government leadership by collecting, validating, analyzing, and organizing program information for decision-making purposes.
• Managing administrative workflows associated with modernization planning, installation activities, engineering support, configuration management, and acquisition support functions.
• Coordinating and responding to recurring and ad hoc data calls, information requests, taskers, and reporting requirements.
• Maintaining administrative records, document repositories, correspondence files, action trackers, schedules, and program databases.
• Reviewing documentation for completeness, quality, consistency, formatting, and compliance with Government requirements.
• Supporting database user testing, change request tracking, process improvement initiatives, and administrative system enhancements.
• Developing and maintaining metrics, dashboards, workload reports, staffing reports, and performance tracking tools.
• Coordinating staffing actions, onboarding support, travel documentation, training records, meeting schedules, and administrative logistics.
• Supporting preparation and delivery of monthly status reports, executive reports, program reviews, and management briefings.
• Monitoring suspense dates, deliverable schedules, milestone tracking, and administrative deadlines.
• Coordinating communications among Program Management Warfare Offices (PMWs), NAVWAR organizations, contractors, Fleet stakeholders, and external agencies.
• Providing recommendations to improve administrative processes, workflow efficiency, communication practices, and organizational effectiveness.
• Ensuring all administrative products are coordinated, reviewed, approved, and delivered in accordance with required formats, schedules, and Government guidance.