Onboarding & Training Coordinator (TS/SCI)

We are a world-class team of professionals who deliver next generation technology and products in robotic and autonomous platforms, ground, soldier, and maritime systems in 50+ locations world-wide. Much of our work contributes to innovative research in the fields of sensor science, signal processing, data fusion, artificial intelligence (AI), machine learning (ML), and augmented reality (AR).QinetiQ US’s dedicated experts in defense, aerospace, security, and related fields all work together to explore new ways of protecting the American Warfighter, Security Forces, and Allies. Being a part of QinetiQ US means being central to the safety and security of the world around us. Partnering with our customers, we help save lives; reduce risks to society; and maintain the global infrastructure on which we all depend.Why Join QinetiQ US?If you have the courage to take on a wide variety of complex challenges, then you will experience a unique working environment where innovative teams blend different perspectives, disciplines, and technologies to discover new ways of solving complex problems. In our diverse and inclusive environment, you can be authentic, feel valued, be respected, and realize your full potential. QinetiQ US will support you with workplace flexibility, a commitment to the health and well-being of you and your family and provide opportunities to work with a purpose. We are committed to supporting your success in both your professional and personal lives.Position OverviewQinetiQ US is looking for an Onboarding & Training Coordinator (OTC) to support the Office Management Support Services contract as part of OUSD Policy. This position coordinates the onboarding & training for the 80 contract Executive Assistants (EA) supporting 38 offices within the Office of the Secretary of Defense (OSD), Office of the Under Secretary of Defense for Policy (OUSD P) and the Defense Technology Security Administration (DTSA).The candidate would work directly with the Program and Deputy Program Manager, the Task Monitors, as well as the corporate recruiter assigned to the contract. This position is instrumental in helping orient & onboard all new EAs into the DoD, the Pentagon, Mark Center, and QinetiQ US. This position is responsible for all aspects of in-processing new contractor EAs, including passing Visit Access Requests (VARs), securing temporary facility access, escorting new hires prior to securing their permanent accesses, tracking successful completion of all in-processing documents and virtual trainings, and working with OUSD Policy Security to secure required documentation to receive permanent access to the Pentagon and Mark Center.Additionally, this position is responsible for orienting all new hires to the client (OUSD Policy and/or DTSA) as well as familiarize the new hires with a wide variety of Pentagon & Mark Center services, locations and key processes that will impact their day-to-day activities as EAs. The candidate will also coordinate all annual government & corporate training requirements, working closely with QinetiQ US HR and Security teams to identify and track any delinquent employees.Additional responsbilities include developing and offering individualized trainings on a variety of pertinent topics and basic EA skills including scheduling/using Microsoft Office Outlook, correspondence & task management (CATMS), Defense Travel System (DTS), as well as a whole host of additional skills to enhance and enrich the EA toolset.Responsibilities• Conduct interviews of new EAs and OMs as vacancies arise.• Work with QinetiQ US recruiter team to coordinate on-site interviews with PM, DPM and onsite management team.• Secure visitor access to the Pentagon, using the Visitor Management System (VMS) and escort interviewees when required.• Secure conference room as required for interviews.• Work with PM and corporate HR teams to orient and onboard all Executive Assistants with their “Day 2” orientation, after completing their company specific orientation & onboarding discussions.• Coordinate all welcome messaging, outlining the course of Onboarding program, providing each new hire with adequate information to successfully gain access to the Pentagon and Mark Center facilities, as well as provide first day escorting once arrived onsite.• Coordinate with the Policy Security team to transmit the new hire’s security clearances and Visit Access Requests (VARs). Also work with Policy Security and the Policy Human Capital teams to properly create new hire accounts in the Policy In-Processing Kiosk for all new arrivals.• Prepare all materials to help orient & facilitate further reading and access to OUSD Policy specific information to help inform the new hire of the general office culture, organizational charts and biographies of key leadership personnel as well as maps of the building, parking facilities and any general use information pertinent to their roles in both the Pentagon & Mark Center.• Ability to conduct tours of the facilities to orient the new hires with key building locations and services available to all onsite employees, as well as corresponding exterior locations that play an integral part of the EA’s day-to-day role.• Manage all aspects of onboarding and facilitate unclassified and classified email account set up, prior to turning the new hire over to their assigned office.• Work with existing clients, including Directors of Administration (DA) and Deputy Directors of Administration and current contract management team to develop specific trainings on a wide variety of pertinent topics for all EAs.• Work with specific staff to develop skills trainings to reinforce desired behaviors and establish base-line metrics for all team members regardless of years of experience and previous backgrounds.• Manage all annual government issued required trainings to ensure trainings are being completed in a timely fashion through the iCompass Learning Management System (LMS).• Work closely with the QinetiQ US Individual Talent Management (ITM) and the Security teams to monitor all required new hire and recurring annual corporate compliance trainings, through the appropriate corporate employee SharePoint sites.• Monitor for overall accuracy and completion of all assigned trainings, reminding new hires how to access their action items, as well as help mitigate any issues with access to or completion of assigned trainings.• Work with OMSS contract senior leadership to report all delinquencies and to close the gaps to remain compliant with all QinetiQ US requirements.Required Qualifications• Ability to train staff members and guide them to perform to the expectations of the PWS and contract requirements.• Familiarity with in-processing procedures for DoD Pentagon & Mark Center facilities, including passing VARs, working with building access, obtaining Common Access Cards (CAC) and requesting new email accounts (unclassified & classified).• A minimum of three (3) years of recent and relevant experience.• Prior experience working onsite at either the Pentagon or Mark Center, with understanding how the buildings are laid out, where specific departments are located and general ability to navigate with minimal supervision or oversite.• Detail oriented, ability to track a variety of tasks simultaneously, and report out results to the rest of management team.• Calendar Management experience of complex calendars and schedules of DASD(P) and senior personnel.• Correspondence experience in a DoD environment.• Experience with task or correspondence management systems (e.g., TMT or CATMS).• Experience with creating, reviewing, and approving CONUS and OCONUS Defense Travel System (DTS) orders.• Active TS/SCI clearance required. #qinetiqclearedjobPreferred Qualifications• Bachelor’s degree from an accredited college or university is preferred. At the discretion of the Government, specialized experience including military or industry executive assistant experience may be substituted in lieu of specific educational requirements.• Experience and skills in providing Senior Executive Service (SES) level executive assistant support to high-ranking federal government executives or DoD Flag / General Officers is highly preferred.• Prior experience supporting OUSD Policy or other OSD/Under Secretary level office, with familiarity of the Pentagon and Mark Center preferred.Company EEO StatementAccessibility/Accommodation:If because of a medical condition or disability you need a reasonable accommodation for any part of the employment process, please send an e-mail to staffing@us.QinetiQ.com or call (540) 658-2720 Opt. 4 and let us know the nature of your request and contact information.QinetiQ US is an Equal Opportunity/Affirmative Action employer. All Qualified Applicants will receive equal consideration for employment without regard to race, age, color, religion, creed, sex, sexual orientation, gender identity, national origin, disability, or protected Veteran status.