Office Manager

1.  OVERVIEW:  The US Army Health Facility Project Office-Fort Belvoir (HFPO-Belvoir) oversees the design, construction, outfitting, and transition of functions for the new Fort Belvoir Hospital Replacement project valued in excess of $747 million.  This essential, state-of-the-art medical facility is designed to support part of the active-duty and family member beneficiary population within the National Capital Region, as part of the Base Realignment and Closure directive.  The project will have a multi-million dollar initial outfitting (IO) and transition budget, in excess of $150 million, to support the equipping and transition of operations into the new facility.  The HFPO serves as the USAHFPA’s primary onsite representative for planning, programming and design at Fort Belvoir.  The HFPO is also directly responsible for planning, tracking equipment purchases, and provisioning the facilities, and also assists the MEDCEN in training and transitioning their staff into this new building or work spaces, minimizing the disruption to healthcare.  The Office Manager is responsible for not only administrative support to the HFPO staff, but also serves as the property manager and budget analyst overseeing the initial outfitting and transition funds required to support the projects and office requirements. 

 



 

2. SPECIFIC DUTIES:  Duties include, but are not limited to: Manage all administrative functions of the Project Office.Create and maintain a database for supply inventory.  Working with HFPA, establish supply processes and procedures.  Prepare supply orders so that all supplies are on-hand and no shortages occur.  Order all supplies and equipment in accordance with directives coordinated thru HFPA.  Maintain regulation library and keep current professional journals. Provide updated personnel roster to HFPA on a regular basis and keep HFPO apprised of changes to HFPA’s personnel roster.Utilize a variety of software to include Microsoft Office Professional, as well as email software.Set-up, maintain and coordinate with HFPA maintenance contracts on office equipment.Maintain and distribute monthly calendar of events and scheduled leaves for all personnel.  Maintain and prepare calendars for recurring meetings of HFPO staff.  Maintain HFPO Transition Budget as well as maintain initial outfitting budgets for a variety of projects in Excel.  Manage and track all incoming bills and outgoing payments.  Be aware of all budget monies controlled for projects they are working.Check in and track all accountable pieces of equipment in the HFPO.  Maintain and manage minutes for construction, design review as well as transition meetings.  Prepare CDs with scanned documents for distribution outside USAHFPA.The manager will be required to maintain a filing system with the guidance of the Chief.  The office manager will manage the files for all projects conducted through the FPO.  Track project history, as well as hardcopy of all correspondence to include all transactions for current projects as well as status on future projects.Prepares reports and correspondence where information must be obtained from a variety of sources, as well as makes recommendations affecting aspects of office policy. 

 3.  REQUIRED KNOWLEDGE:  Position requires knowledge/experience in office administration and management, computer office applications, government and Army policies and procedures, and general budget and logistics principles.

 









This position is located at Fort Belvoir VA.  The hours of duty are 0800-1700, Monday – Friday, with one hour for lunch.  This position is full time and the individual filling it is expected to work from the designed/Government provided office when not on temporary duty.

 





Individuals seeking to fill this position must be United States citizens and also obtain a favorable national agency check (NACI).  Foreign nationals are prohibited from working on this work effort. 

 

The Government shall make available to the contracselected individual Government Furnished office space, supplies, necessary automation and communications equipment, e-mail account, identification card, and office keys.  The selected candidate will sign a hand receipt for all Government Furnished Property that requires formal property accountability.