Senior Business Administrator

Role Overview

• Understand the structure and components of the child support program, as well as its functional, business, and strategic needs.
• Act as a gatekeeper by managing incoming email and using knowledge of child support, as well as leadership priorities and needs, to organize email folders and draft responses.
• Organize and maintain a complex calendar of events and meetings with OCSE managers, partners, and stakeholders.
• Coordinate with other HHS/ACF program offices in gathering information for cross-program initiatives and inter-agency meetings.
• Manage a travel portfolio including speaking engagements and conference attendance by securing travel arrangements, completing required documentation, creating agendas and itineraries, researching pertinent background materials, and ensuring that leadership is aware of major or controversial issues.
• Attend both in-person and virtual meetings and prepare agendas, meeting spaces, (including coordinating technology needs in Teams and with tech support), meeting summaries, and action items; assist with staff debriefs after meetings.
• Track sources and due dates on action items, including tight-turnaround data calls, and ensuring leadership is responsive by independently coming up with draft responses.
• Work closely with OCSE leadership team and key staff in providing continuous attention to major reports, plans of action, program direction, program accomplishments, etc.
• Conducts in-depth analyses of actions, plans, proposals, and program recommendations presented for leadership to review to ensure that ideas, issues, points of view, and program interests are consistent with and/or further the leadership’s goals, objectives, and strategies.
• Conducts or directs special studies or leads work groups on major and/or cross cutting issues that require coordinated and/or prompt attention.
• Coordinates inter-office work group’s assigned special projects.
• Defines the scope of work, prepares interim and final reports/products resulting from the group's work, and briefs the leadership on work group progress, problems and/or results.
• Follows up on critical and sensitive action requests, issues, and priorities, tracking ongoing efforts and reports to ascertain existing and potential obstacles and to provide authoritative technical guidance.
• Develops reports showing the composite status of various projects and efforts, which keeps leadership abreast of work progress so that they may determine what further or additional management action may be required.
• Works closely with leadership to develop and identify program goals and objectives, establish priority areas, review fiscal year work plans and operating procedures.
• Prepares leadership for meetings, conferences, etc., by developing and preparing agenda items, researching background materials pertinent to the meeting or conference, and ensuring leadership is apprised of major issues and questions.
• Attends national child support conferences and other meetings at leadership’s request.
• Maintains critical information in an organized way such that staff can make effective use of it and have easy access.
• Maintains documents in SharePoint, Confluence/JIRA, and Teams.
• Serves as a thought partner to leadership by understanding how to ask the right questions from the right people in order to follow through on the responsibilities listed above.

Requirements

• 8+ years of related experience
• US Citizenship Required: No
• Ability to obtain a Public Trust
• Experience with Microsoft Office tools, specifically Outlook, Teams, Word, SharePoint, and PowerPoint
• Experience with Confluence/JIRA
• Experience with Adobe Acrobat Pro
• Ability to handle multiple tasks simultaneously, respond effectively to ad hoc tasks, and meet critical deadlines
• Bachelor's degree

Benefits

• Health insurance
• Dental plan options
• Vision plan
• 401(k) plan
• Paid time off plans including vacation, sick and personal time, holidays, paid parental, military, bereavement and jury duty leave
• 15 days of paid leave per calendar year
• 10 paid holidays per year
• Paid Family Leave program with up to 160 hours of paid leave in a rolling 12 month period