B08 Enclosure A Description of Labor W9114F23R0003.docx

W9114F23R0003

ENCLOSURE A: Description of Work:

Key Personnel

CONTRACTOR/VHSS PROGRAM MANAGER

Minimum Qualifications: Program Manager (1) Education: Four (4) year bachelor’s degree required, master’s degree Preferred or eight (8) years of demonstrable experience directly related to the technical fields described.

Certificate: Program Management Professional (PgMP) Certification or Managing Successful Programs (MSP) preferred.

Experience: Six (6) years’ work experience in program management; Preference with experience of U.S. Military Healthcare System and benefits or civilian managed care medical/administrative environment. Strong familiarity with program management software tools, methodologies, and best practices. Computer literacy in Windows, MS Outlook, MS Outlook Calendar, Excel, and PowerPoint.

Licensure: N/A

The Contractor/VHSS Program Manager acts as a coordinator between multiple programs/projects at Virtual Medical Center - Europe to be sure they're benefiting each other and aligning with overall Virtual Health goals. The PM shall be available between 0700 and 1600hrs Central European Time, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings.

Contractor/VHSS Program Manager Duties Contractor Administration

· The PM shall coordinate overall management and shall be the central point of contact with the Government for performance of all work under the contract.

· The PM shall be responsible for the performance of the work at contract level and shall have full authority to act for the Contractor on all matters relating to daily operations of the contract.

· The PM shall be available between 0700 and 1600hrs Central European Time, Monday through Friday, except federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings.

· The PM shall have full authority to act for the Contractor on all matters relating to daily operation of this contract.

· The Contractor shall perform continual program management and shall provide a Program Manager (PM) on-site during working hours from the first day of the Phase-In period through the duration of the contract.

· The PM shall be a full-time position dedicated solely to this contract, with education and/or experience identified.

· Develop an evaluation method to assess VH program strengths and identify areas for improvement.

· The PM shall be proposed, in writing, to the KO and the COR prior to the Phase-In period and whenever a change in the PM.

· Ensuring goals are met in areas including customer satisfaction, safety, quality, and team member performance.

· The PM will track, sign, and submit the timesheets for all the contractors.

· The PM will formulate new ideas, propose timelines on projects and develop long-term plans aligned with government direction.

· The PM will coordinate between multiple projects for the VMC-E to ensure the projects are aligning with the overall goals of DHA VH.

Meetings, Conferences, and Briefings

· The Contractor shall provide effective communication and necessary information that relates to the services required by the Government under this contract by conducting, attending, and participating in scheduled and unscheduled meetings, conferences, and briefings as requested by the Government. Meetings, conferences, and briefings may occur on-site or off-site and may begin or end outside of normal work hours. The PM or designated Alternate, contract manager, supervisory, or other personnel knowledgeable of the subject matter pertinent to this contract shall participate in meetings with VMC-E customers; Federal, State, and local agencies and their representatives; and other Contractors as required by the Government.

· The Contractor shall notify the COR prior to holding any meetings called by the Contractor in which the Government is required to attend.

· Minutes for all meetings between the Contractor and Government shall be prepared and submitted to the KO and COR NLT three days after meeting.

· The Contractor shall provide performance update meetings on a weekly basis to the COR, unless cancelled by the Government. These update meetings shall provide metrics on meeting contract performance requirements to the Government including status of work being performed and any issues completing work or meeting contract performance. There shall be data indicating performance in each responsible area. Specific meeting information will be discussed with the Contractor.

Organization Chart and Employee Roster

· The Contractor shall provide the KO and COR an organization chart 5 days prior to contract start and again annually by 23 September.

· The Contractor shall maintain a current listing of employees and provide monthly. The list shall be submitted to the COR and KO NLT close of business (COB) the last Thursday of the month. The list shall state continuing employees and position occupied, terminated employees and position occupied and new employees and position occupied.

· The positions listed in PWS Section 1.4.1. shall be identified as Key personnel. Key personnel shall be available 0700 to 1600 p.m. Monday through Friday except federal holidays or when the Government facility is closed for administrative reasons. Key personnel shall be available for on call situations.

· The PM will work with the team in controlling the level of discord and assist in absolving any conflicts in the workplace and work on finding a resolution.

HEALTH CARE SERVICE COORDINATOR LEAD

Minimum Qualifications: Health Care Service Coordinator Lead (1) Education : Two (2) year associates degree or four (4) years of experience as detailed Certification: N/A Experience: Minimum of four (4) years’ work experience in a medical office or clinical environment; Minimum of two (2) years’ work experience with U.S. Military Healthcare System and benefits or civilian managed care medical/administrative environment; At least two (2) year hands-on experience with the Composite Health Care System (CHCS) and Armed Force Health Longitudinal Technology Application (AHLTA) or current electronic health record system used by DoD. Computer literacy in Windows, MS Outlook, MS Outlook Calendar, Excel, and PowerPoint. Prior team management or leadership experience preferred Licensure: N/A

This position will Provides full spectrum administrative support to health care providers within the Defense Health Agency Region Europe (DHAR-E) area of operations for VH operations, functioning as an interface with VH staff, patients, and providers.

Service Coordinator Lead Duties

· Provides weekly report on appointments kept, sleep studies, no shows, rescheduled, changed to TCON, changed to cart or inconclusive.

· Designated as section representative, responsible for reporting personnel status to leadership.

· Work with all VH leads to identify potential process improvement for policies and procedures; provides recommendations to VH leadership.

· Manages workflow by allocating specific tasks to team members to include changes in schedule.

· Responsible to assign a service coordinator trainer for various training events to include new employees.

· Trains Medical Service Assistants (MSA) on VH scheduling and care coordination as needed or when requested.

· Respects and protect the confidentiality of all clients-related records in accordance with HIPAA and agency policy.

· Manages VH encounter and scheduling data to analyze and measure site performance and quality assurance. Provides a monthly report to recommend implementation of strategic changes to improve VH delivery.

· Collaborates with a multidisciplinary team (Tricare, central appointments, medical service assistants, providers, and presenters) to ensure referrals for VH appointments are booked immediately. Sends confirmation emails to providers, patients, and presenters immediately after the appointment is scheduled.

· Answers the phone within 2 rings, returns any missed calls, and prioritizes and responds to emails by COB each day.

· Coordinate all VH appointments and workflows for DHRE MTF’s and manage Asynchronous case load though available platforms.

· Verifies all requested VH appointments can be supported and resourced by all parties involved

· Booking VH appointments within the Care Coordination Database

· Send VH appointment notifications with appropriate documents

· Mitigates Scheduling Conflicts and calendar or care coordination issues

· Prior to scheduling any appointment, each service coordinator is responsible for reviewing the credentialing database to ensure a provider is worldwide privileged.

· Works with each clinic’s patient presenter to ensure the Clinical Access Stations (CAS) are available for scheduling virtual appointments and immediately closes a CAS when the presenters is unavailable for appointments. The service coordinator will reschedule any appointments scheduled at the start of the day when a presenter is out for an emergency or sickness.

· Maintains an up-to-date list of patient presenter contact information for all DoD and DoS.

· Provide assistance to LRMC health services who are delivering VH to patients, by training and working with Medical Service Assistants (MSA) and filling in gaps, only when it doesn’t interfere with VH workflow.

· Will provide cross coverage for the Virtual Medical Center Europe Virtual Integrated Patient Readiness and Remote Care Clinic’s medical readiness appointments and collaborate with San Antonio’s Virtual Integrated Patient Readiness and Remote Care Clinic.

INFORMATION TECHNOLOGY SPECIALIST LEAD

Minimum Qualifications: Information Technology Specialist Lead (1) Education : Four (4) year bachelor’s degree or six (6) years of experience as detailed Certificate: Must meet DoD 8570.01 and DoDD 8140.01 IAT level 2 certification required prior to start.

Comp TIA Security+ required prior to start of duties.

Comp TIA A+ - preferred Experience: Four (4) or more years’ experience in the technology surrounding video conferencing including conference room and desktop systems, MCU's, Gateway, Gatekeeper, and integrated A/V systems. Strong working knowledge of standard video communications protocols; knowledge of VTC codecs; a solid understanding of AV/VTC infrastructure and associated devices; experience with customer support for VTC events at all levels in the organization: experience providing end-user training on VTC technology; ability to support and maintain VTC CODECs and associated equipment; skilled in PC and Microsoft Office applications; and have a general understanding of tactical communication platforms utilized by the DoD. Prior team management or leadership experience preferred Licensure: N/A

This position will maintain current DoD certificates to assist, coordinate, and work with LRMC CIO, MRC EUR J6, MITC, USAFE Signal Operation, USNFE Signal Operations, Service Support Contractors.

Information Technology Specialist Lead Duties

· Provides weekly report on analytical information on connectivity issues, total successful and unsuccessful connections.

· Designated as section representative, responsible for reporting personnel status to leadership.

· Work with all VH leads to identify potential process improvement for policies and procedures; provides recommendations to VH leadership.

· Manages workflow by allocating specific tasks to team members to include changes in schedule.

· Responsible to assign a trainer for various training events to include new employees.

· Collaborates with local IMD for initial installation, modifications, and preventive maintenance checks to ensure proper functioning of video teleconferencing equipment used for VH. Will work to resolve failures within 24-48 hours by analyzing and testing hardware, software, troubleshooting connectivity, and modifying systems.

· Conducts site and organization visits in coordination and collaboration with local IMD/IT, as required, to validate existing hardware and software meet VH capabilities. Serves as the VH IT subject matter expert and will provide recommendations on existing and emerging VH technology to both in-garrison and remote locations. Provides a written assessment and recommendations within 7 working days to the organization and VH leadership.

· Collects, analyses, and documents historic IT data on issues and processes affecting VH implementation and performance. Evaluates operations for compliance and effectiveness, then develops workflows, standard operating procedures, recommendations, upgrades, and methods on improved/enhanced IT solutions for VH technology and service integration. Provides updates to VH leadership weekly.

· Be present at the VMCE video network center to provide immediate technical assistance and support during all synchronous VH encounters. Assist with bridging services, sustain audio, and video connectivity and troubleshoot issues without delay.

· Identifies and provides tier 1&2 technical support and training on the Clinical Access Station, VH technology, and applications for integration and support to VH end users. Maintains a record of personnel and organizations trained and saves it in the VH share drive.

· Identifies the need for and analyzing data, facts, and information; provides consultation and expertise in application of techniques of the field (e.g., media, cameras, computer systems, data bases, data collection methods, video teleconferencing platforms) (planning).

· Serves as the technical point of contact for problems encounter by other computer system administrators for VH applications and operations (hands on).

· Consult on protocol analysis and knowledge for data communications protocols. Perform fault management; configuration control, and performance monitoring of VH technology; elevate troubleshooting to higher tier whenever local solutions are insufficient (planning and hands on).

· Work closely with agencies operating in the covered regions on communication connectivity and equipment service with consideration of strategic and tactical communication requirements (hands on).

· Maintain inventory of VH equipment and systems, usage, and distribution of equipment deployed in sites conducting VH operations within the EUCOM, AFRICOM, and CENTCOM footprint (hands on). Provides written documentation to VH leadership monthly.

· Conduct onsite technology testing and as the subject matter expert, pilot technology in developing programs, and collect data of usage at sites requesting VH services (hands on).

· Maintain the Virtual Medical Center Europe database, contents, and SharePoint environment to assist in promoting comprehensive information flow, community awareness, collaboration, participation, and understanding (execute).

VIRTUAL HEALTH ADVISOR LEAD

Minimum Qualifications: Virtual Health Advisor Lead (1) Education : Four (4) year bachelor’s degree or eight (8) years of experience as detailed Certification: N/A Experience: Six (6) years’ experience in a clinical and military health care environment; must have 5 years prior military service (AD/ANG/AFR) in healthcare environment and been deployed to an austere environment (role 1 or 2). Preferred at least one (1) years’ experience with asynchronous and synchronous digital health care delivery, not limited to tele-behavioral health; At least two (2) years hands-on experience working within austere health environments (Role 1-2 or equivalent); Video Teleconferencing Literacy preferred. Computer literacy in Windows, MS Outlook, MS Outlook Calendar, Excel, and PowerPoint. Prior team management or leadership experience preferred.

Licensure: N/A

Virtual Health Advisor Lead Duties

· Designated as section representative, responsible for reporting personnel status to leadership.

· Work with all VH leads to identify potential process improvement for policies and procedures; provides recommendations to VH leadership.

· Manages workflow by allocating specific tasks to team members to include changes in schedule.

· Responsible to assign a trainer for various training events to include new employees.

· Provide consolidated monthly usage reports from assigned AORs.

· Collaborates with customers throughout USAFRICOM, USCENTCOM, and USEUCOM in the establishment of VH programs within various units, advocating for strengthen scalability and sustainability. Creates and cultivates requirements for each site within 10 working days from initial contact by means of coordinating testing with site stakeholders.

· Provide quarterly Executive interface to all levels of leadership for employing, sustaining, and expanding VH specialty services throughout their specified Area of Responsibility, Market, and DHARE.

· Develop workflows within 30 days from the initiation of a request which allows the use of organic resources (laptop, connectivity, IMD support, etc.) to support the cultivation of VH platform to the point of need, both operational and garrison. Providing both technical direction and education to the stakeholders.

· Document lessons learned and conduct a monthly administrative/technical review and make recommendations on DHA organization-wide system improvements, optimization or/and maintenance.

· Work in partnership with informatics teams to improve on VH Program initiatives and propose strategies to ensure products are integrated with a wider dissemination to the end user. Document a strategic plan to present to the VH leadership monthly.

· Support technical activities, requirement gathering, tool selection, program deployment and management of deliverables (design, development, progress tracking, testing, deployment, and maintenance) through use of the assessment tracking tool in the VH share drive. Once a site assessment is completed, the tracking tool will be updated within 5 days.

· Define and develop Key Performance Indicators (KPI) for product performance, usability, and uptake, and oversee monitoring VH services use.

NOTE: Proposal has to identify how the experience is related to the technical field described if experience is used over education.

(end of Key Personnel)

HEALTH CARE SERVICE COORDINATOR

Minimum Qualifications: Health Care Service Coordinator Education : Two (2) year associates degree or four (4) years of experience as detailed Certification: N/A Experience: Minimum of three (3) years’ work or volunteer experience, over the last five (5) years in a medical office or clinical medical environment; Minimum of two (2) years’ work experience with U.S. Military Healthcare System and benefits or civilian managed care medical environment; At least one (1) year hands-on experience, over the last three (3) years with the Composite Health Care System (CHCS) and Armed Force Health Longitudinal Technology Application (AHLTA) or current electronic health record system used by DoD. Computer literacy in Windows, MS Outlook, MS Outlook Calendar, Excel, and PowerPoint.

Licensure: N/A

This position will Provides full spectrum administrative support to health care providers within the Defense Health Agency Region Europe (DHARE) area of operations for VH operations, functioning as an interface with VH staff, patients, and providers.

Health Care Service Coordinator Duties

· Provides input for weekly report on appointments kept, sleep studies, no shows, rescheduled, changed to TCON, changed to cart or inconclusive.

· Trains Medical Service Assistants (MSA) on VH scheduling and care coordination as needed or when requested.

· Respects and protect the confidentiality of all clients-related records in accordance with HIPAA and agency

· policy.

· Manages VH encounter and scheduling data to analyze and measure site performance and quality assurance. Provides a monthly report to recommend implementation of strategic changes to improve VH delivery.

· Collaborates with a multidisciplinary team (Tricare, central appointments, medical service assistants, providers, and presenters) to ensure referrals for VH appointments are booked immediately. Sends confirmation emails to providers, patients, and presenters immediately after the appointment is scheduled.

· Answers the phone within 2 rings, returns any missed calls, and prioritizes and responds to emails by COB each day.

· Coordinate all VH appointments and workflows for DHRE MTF’s and manage Asynchronous case load though available platforms.

· Verifies all requested VH appointments can be supported and resourced by all parties involved

· Booking VH appointments within the Care Coordination Database

· Send VH appointment notifications with appropriate documents

· Mitigates Scheduling Conflicts and calendar or care coordination issues

· Prior to scheduling any appointment, each service coordinator is responsible for reviewing the credentialing database to ensure a provider is worldwide privileged.

· Works with each clinic’s patient presenter to ensure the Clinical Access Stations (CAS) are available for scheduling virtual appointments and immediately closes a CAS when the presenters is unavailable for appointments. The service coordinator will reschedule any appointments scheduled at the start of the day when a presenter is out for an emergency or sickness.

· Maintains an up-to-date list of patient presenter contact information for all DoD and DoS.

· Will provide cross coverage for the Virtual Medical Center Europe Virtual Integrated Patient Readiness and Remote Care Clinic’s medical readiness appointments and collaborate with San Antonio’s Virtual Integrated Patient Readiness and Remote Care Clinic.

· Provide assistance to LRMC health services who are delivering VH to patients, by training and working with Medical Service Assistants (MSA) and filling in gaps, only when it doesn’t interfere with VH workflow.

INFORMATION TECHNOLOGY SPECIALIST

Minimum Qualifications: Information Technology Specialist Education : Two (2) year associates degree or four (4) years of experience as detailed Certificate: Must meet DoD 8570.01 and DoDD 8140.01 IAT level 2 certification required prior to start.

Comp TIA Security+ required prior to start of duties.

Comp TIA A+ - preferred Experience: Two (2) or more years’ experience in the technology surrounding video conferencing including conference room and desktop systems, MCU's, Gateway, Gatekeeper, and integrated A/V systems. Strong working knowledge of standard video communications protocols; knowledge of VTC codecs; a solid understanding of AV/VTC infrastructure and associated devices; experience with customer support for VTC events at all levels in the organization: experience providing end-user training on VTC technology; ability to support and maintain VTC CODECs and associated equipment; skilled in PC and Microsoft Office applications; and have a general understanding of tactical communication platforms utilized by the DoD.

Licensure: N/A

This position will maintain current DoD certificates to assist, coordinate, and work with LRMC CIO, MRC EUR J6, MITC, USAFE Signal Operation, USNFE Signal Operations, Service Support Contractors.

Information Technology Specialist Duties

· Provides input to IT lead for weekly report on analytical information on connectivity issues, total successful and unsuccessful connections.

· Excellent interpersonal skills, both verbal and written, along with all levels of the organization is required. A results-oriented mindset with the ability to work in a project team focused environment is required.

· Collaborates with local IMD for initial installation, modifications, and preventive maintenance checks to ensure proper functioning of video teleconferencing equipment used for VH. Will work to resolve failures within 24-48 hours by analyzing and testing hardware, software, troubleshooting connectivity, and modifying systems.

· Conducts site and organization visits in coordination and collaboration with local IMD/IT, as required, to validate existing hardware and software meet VH capabilities. Serves as the VH IT subject matter expert and will provide recommendations on existing and emerging VH technology to both in-garrison and remote locations. Provides a written assessment and recommendations within 7 working days to the organization and VH leadership.

· Collects, analyses, and documents historic IT data on issues and processes affecting VH implementation and performance. Evaluates operations for compliance and effectiveness, then develops workflows, standard operating procedures, recommendations, upgrades, and methods on improved/enhanced IT solutions for VH technology and service integration. Provides updates to VH leadership weekly.

· Be present at the VMCE video network center to provide immediate technical assistance and support during all synchronous VH encounters. Assist with bridging services, sustain audio, and video connectivity and troubleshoot issues without delay.

· Identifies and provides tier 1&2 technical support and training on the Clinical Access Station, VH technology, and applications for integration and support to VH end users. Maintains a record of personnel and organizations trained and saves it in the VH share drive.

· Identifies the need for and analyzing data, facts, and information; provides consultation and expertise in application of techniques of the field (e.g., media, cameras, computer systems, data bases, data collection methods, video teleconferencing platforms) (planning).

· Serves as the technical point of contact for problems encounter by other computer system administrators for VH applications and operations (hands on).

· Consult on protocol analysis and knowledge for data communications protocols. Perform fault management; configuration control, and performance monitoring of VH technology; elevate troubleshooting to higher tier whenever local solutions are insufficient (planning and hands on).

· Work closely with agencies operating in the covered regions on communication connectivity and equipment service with consideration of strategic and tactical communication requirements (hands on).

· Maintain inventory of VH equipment and systems, usage, and distribution of equipment deployed in sites conducting VH operations within the EUCOM, AFRICOM, and CENTCOM footprint (hands on). Provides written documentation to VH leadership monthly.

· Conduct onsite technology testing and as the subject matter expert, pilot technology in developing programs, and collect data of usage at sites requesting VH services (hands on).

· Maintain the Virtual Medical Center Europe database, contents, and SharePoint environment to assist in promoting comprehensive information flow, community awareness, collaboration, participation, and understanding (execute).

VIRTUAL HEALTH ADVISOR

Minimum Qualifications: Virtual Health Advisor Education : Two (2) year associates degree or four (4) years of experience as detailed Certificate: N/A Experience: Five (5) years’ experience in a clinical and military health care environment; must have 3 years prior military service (AD/ANG/AFR) in healthcare and been deployed to an austere environment (role 1 or 2). Preferred at least one (1) years’ experience with asynchronous and synchronous digital health care delivery, not limited to tele-behavioral health; At least two (2) years hands-on experience working within austere health environments (Role 1-2 or equivalent); Video Teleconferencing Literacy preferred. Computer literacy in Windows, MS Outlook, MS Outlook Calendar, Excel, and PowerPoint.

Licensure: N/A

Virtual Health Advisor Duties

· Provide input for consolidated monthly usage reports from assigned AORs to VH Advisor lead.

· Collaborates with customers throughout USAFRICOM, USCENTCOM, and USEUCOM in the establishment of VH programs within various units, advocating for strengthen scalability and sustainability. Creates and cultivates requirements for each site within 10 working days from initial contact by means of coordinating testing with site stakeholders.

· Provide quarterly Executive interface to all levels of leadership for employing, sustaining, and expanding VH specialty services throughout their specified Area of Responsibility, Market, and DHARE.

· Develop workflows within 30 days from the initiation of a request which allows the use of organic resources (laptop, connectivity, IMD support, etc.) to support the cultivation of VH platform to the point of need, both operational and garrison. Providing both technical direction and education to the stakeholders.

· Document lessons learned and conduct a monthly administrative/technical review and make recommendations on DHA organization-wide system improvements, optimization or/and maintenance.

· Work in partnership with informatics teams to improve on VH Program initiatives and propose strategies to ensure products are integrated with a wider dissemination to the end user. Document a strategic plan to present to the VH leadership monthly.

· Support technical activities, requirement gathering, tool selection, program deployment and management of deliverables (design, development, progress tracking, testing, deployment, and maintenance) through use of the assessment tracking tool in the VH share drive. Once a site assessment is completed, the tracking tool will be updated within 5 days.

· Define and develop Key Performance Indicators (KPI) for product performance, usability, and uptake, and oversee monitoring VH services use.

PROJECT MANAGER

Minimum Qualifications: Project Manager Education: Four (4) year bachelor’s degree required, master’s degree Preferred or eight (8) years of experience related to the technical fields described.

Certificate: Project Management Professional (PMP) Certification preferred.

Experience: Four (4) years’ work experience in project management; Preference with experience of U.S. Military Healthcare System and benefits or civilian managed care medical/administrative environment. Strong familiarity with project management software tools, methodologies, and best practices. Computer literacy in Windows, MS Outlook, MS Outlook Calendar, Excel, and PowerPoint.

Licensure: N/A

Project Manager Duties

· Defines a clear project outline, creates a risk assessment, coordinates a team, defines timelines, coordinates with project team weekly, documents progress, and updates leadership weekly.

· Manages /leads project teams comprised of subject matter experts, technical specialists, and support staff to produce a plan in accordance with the strategic plan, operating budget, technical feasibility, and agency guidance. Will have developed controls and measures in place with 2 weeks to monitor progress.

· Will ensure projects have an agreed business case, defined outcomes and a benefits realization plan aligned to the VH/DHA strategic objectives and timelines set by DHA.

· Focus on future and emerging VH projects; mitigate risks before they escalate and use documented lessons learned to develop the VMC-E capability.

· Work with VH staff on, data analysis, customer interaction, VH service support, market research, and systems delivery coordination.

· Develops and directs project teams through all phases and activities of the project life-cycle processes associated with VH projects approved by leadership.

· Determines project goals and priorities with leadership and/or project sponsors.

· Manages and communicates a clear vision of the objectives of the project and motivates the cross-functional project team to achieve them; creates a project environment that enables peak performance by the entire team.

· Prepares, implements, monitors, and updates the project plan. Coordinates with the VH leadership to ensure the actions are consistent with the approved plan.

· Convey the performance of activities with team members and leads in a matrix environment.

· Coach to clarify assignments and deliverables; mentor others in project management practices; review the quality of work and manage the integration of team members’ work.

· Documents reasons for changes or shifting of finalized project timelines.

· Responsible for results to include customer program strategy development, scoping, planning, execution, resource management, and tracking from initiation through implementation for multi-site operations and work streams.

ADMINISTRATIVE ASSISTANT

Minimum Qualifications: Administrative Assistant Degree: Not required Education: High School Diploma Certification: N/A Experience: Minimum of two (2) years’ experience related to technical field described is required: Computer literacy in Windows, MS Outlook, MS Outlook Calendar, Excel, and PowerPoint. Experience with Department of Defense correspondence preferred.

Licensure: N/A

This position will provide general project/office administration/clerical support such as timekeeping, filing, records management, travel order and travel voucher preparation, reviews and typing of routine of correspondence, answering telephone calls, assisting visitors, scheduling, accepting appointments, and provide some human resource functions.

Administrative Assistant Duties

· Performs various administrative functions such as phone calls, calendar management, and writing correspondence. Answers the phone within 2 rings, returns any missed calls, and prioritizes and responds to emails by COB each day. Will update VH group calendar and create/confirm virtual meeting spaces weekly.

· Reviews administration and military related correspondence for composition and structure, submitted by the organization and other entities. Consolidates reports and prepares summary or explanatory correspondence; ensures that reports are prepared in proper format and contain required information.

· Arranges travel, lodging, and expenses with guidance from the Department of Defense (DoD) Joint Travel Regulations (JTR), coordinate itineraries, prepares trip folders, and assists with Defense Travel System (DTS) authorization and voucher generation for VH staff. All arrangements will be completed without errors within 3 to 5 days prior to departure date. Accompanies staff on some site visits and ensures documents such as trip report is complete prior to return.

· Responsible for ordering and tracking expenses (labor, travel, training, supplies) and prepares a quarterly financial statement of expenditures.

· Manages process of planning, coordinating, managing, sharing, and controlling organization’s data assets in intranet, SharePoint, and other data repositories for VH and manage databases for storage, modification, and retrieval of information to produce reports, answer queries, and record transactions including training, education, engagements, and other applicable resources. Data bases will be organized within 6 months of start of employment.

· Ensures accuracy of information in personnel and manpower database systems to include timecard review/submission weekly.

· Performs research and prepares analytical historical publications; assembles and maintains historical document repositories for reference and research as needed.

· Develops, maintains, and improves the new staff onboarding and transitioning off boarding processes for the organization. Designates sponsors 2 weeks prior to new staff arrival and facilitates welcoming packets, orientation, and completion of organizational requirements, and other related requirements. In processing will be completed within 10 business days.