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Job Description

Administrative Support Specialist

Job Type: Full-Time

Schedule: Monday–Friday, daytime hours (with occasional evening/weekend support as needed)

Education: High School Diploma or GED required

Experience: Prior office or administrative support experience preferred

About the Role

Are you highly organized, dependable, and motivated to keep things running smoothly? We’re looking for an Administrative Support Specialist to join our team and play a key role in ensuring our daily operations flow seamlessly. This is a great opportunity for someone who enjoys variety in their work, thrives in a collaborative environment, and takes pride in being the go-to person who keeps everything on track. If you’re ready to bring your organizational skills and positive energy to a team that values your contributions, we’d love to hear from you!

What You’ll Do

• Be the first point of contact—answer phones, greet visitors, and provide excellent customer service

• Support staff and departments with a wide range of administrative and clerical tasks

• Organize and maintain both digital and physical filing systems

• Prepare, edit, and format documents, reports, and correspondence

• Manage calendars, schedule meetings, and coordinate logistics

• Assist with data entry, record keeping, and routine reporting

• Monitor office supplies and help with ordering and inventory

• Jump in to support other administrative needs as they arise

What We’re Looking For

• High school diploma or GED

• Previous experience in an administrative, receptionist, or office assistant role

• Comfortable using Microsoft Office (Word, Excel, Outlook) and standard office equipment

• Strong organizational skills and attention to detail

• Clear and professional communication (written and verbal)

• Ability to handle sensitive information with discretion

• Dependable, punctual, and team-oriented

Preferred:

• 1–2 years of administrative or clerical experience

• Familiarity with database systems or scheduling software

• Bilingual skills (English/Spanish or other languages)

Why You’ll Love Working Here

• Competitive hourly pay

• Opportunities for professional development and career growth

• Supportive, team-oriented environment where your contributions matter

Job Description

Location: O n-site at Picatinny Arsenal, Wharton, NJ
Clearance Required: U.S. Citizen / Public Trust
Employment Type: Full-Time

We're looking for dynamic Administrative Support Specialists to join our team at Picatinny Arsenal, supporting the U.S. Army. If you're a motivated self-starter with a passion for helping customers tackle complex challenges, this is the opportunity for you! Do you thrive on learning new tools, processes, and technologies that can make a real impact? At Ghostwerks, you'll be a valued team member where your growth and professional development matter. Join us, and let's drive change together while advancing your career!

Ghostwerks is a Service Disabled Veteran Owned Small Business (SDVOSB) that specializes in navigating the intricate landscape of the defense and civilian government space. Ghostwerks is committed to providing the highest quality support and services to our customers. We offer a wide range of services, including Management Consulting, Mission Readiness, Technology Solutions, Acquisition Support, and Government Contractor Support. Our services are designed to help organizations of all sizes achieve their goals and reach their full potential.

POSITION DESCRIPTION:

The Administrative Support Specialist provides administrative support specifically dedicated to the requirements of the project team. They may assist in budget preparation and financial control activities. Assisting in the preparation of presentations and control of records, statistics, and reports regarding operations, financial tracking, and personnel changes using various databases and programs. Assisting in the development of reports and presentations using software packages for word processing, spreadsheets, database, desktop publishing and graphics (MS Office Suite). Composes, prepares, edits and proofreads letters, reports and other correspondence. Administers client- specific programs, projects, and/or processes. Serves as liaison regarding administrative issues related to purchasing, personnel, facilities, and operations. Coordinates meetings and appointments between program manager, client, and external-parties. Support may also include making travel arrangements, meeting/event arrangements and preparations. Resolve questions and problems and escalate issues to higher levels. In general, work complexity and responsibility will be greater at higher levels.

RESPONSIBILITIES:

• Develop spreadsheet to track the progress of the quality audit across tank ammo production
• Develop and distribute schedules (Microsoft Project) for production acceptance reviews, tests, audits.
• Coordinate with multiple contractors and subcontractors to ascertain and verify timeframes of production runs and changes.
• Create master schedule with all programs from tank ammo (training rounds, service rounds,), and distribute to AC and PM team members.
• Create power point slides of schedules for briefings and presentations.
• Coordinate travelers schedules to cover all tests, production facilities of interest. Maintain a list/spreadsheet of all travelers.
• Identify scheduling conflicts, and deconflict travel schedules and activities of all parties.
• Coordinate travel itineraries, hotel, arrangements as required. Support voucher review.
• Conduct weekly meetings to coordinate activities amongst lead members to insure production coverage. Power point presentation required.
• Obtain directions to facilities for travelers, and identify area restaurants, and hotels for traveler convenience.
• Coordinate JPAS, security of all travelers.
• Maintain a list of contractor facility POCs and phone numbers.
• Collect trip reports from travelers Identifying problems areas concerns.

REQUIRED QUALIFICATIONS

• Positive and enthusiastic attitude
• Strong desire to learn, drive work, and self-initiative
• Excellent verbal and written communication skills
• Microsoft Project experience
• MS Office PowerPoint experience
• SharePoint experience
• High School Diploma
• Must be a U.S. Citizen
• Must be able to successfully obtain a Public Trust

ADDITIONAL JOB INFORMATION

COMPETENCIES

• Proficiency with word processing, spreadsheet, project planning and presentation software
• Ability to quickly learn and process information
• Organization and time management skills

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Customer Location: Picatinny Arsenal (Wharton), New Jersey
• Type of environment: Office with some telework
• Noise level: Low Normal Office Environment
• Work schedule: Schedule is customer core business working hours.
• Amount of Travel: Local Travel

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to handle, feel, touch; reach with hands and arms; talk and hear. The vision requirements include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

EQUAL EMPLOYMENT OPPORTUNITY

To provide equal employment and advancement opportunities to all individuals, employment decisions will be based on merit, qualifications, and abilities. Ghostwerks does not discriminate against any person because of race, color, creed, religion, sex, national origin, disability, age, genetic information, or any other characteristic protected by law (referred to as "protected status"). This nondiscrimination policy extends to all terms, conditions, and privileges of employment as well as the use of all company facilities, participation in all company-sponsored activities, and all employment actions such as promotions, compensation, benefits, and termination of employment.

Ghostwerks is committed to ensuring that our online application process provides an equal employment opportunity to all job seekers, including individuals with disabilities. If you believe you need reasonable accommodation in order to search for a job opening or to submit an application, please contact

for assistance.

Job Description

About the Role

We're looking for a highly organized and flexible Administrative Support professional to join our team. In this role, you'll play a key part in keeping our facility running smoothly by managing staff schedules, ensuring adequate coverage, and supporting Administrative Services. If you thrive in a fast-paced environment, enjoy problem-solving, and have a talent for multitasking, this position is a great fit.

• Create and maintain schedules for CNAs, PCNAs, RNs, and LPNs.

• Coordinate staffing for call-ins, time-off requests, and unexpected absences.

• Ensure adequate staffing levels across all shifts.

• Participate in weekly position control meetings to review staffing changes and needs.

• Support Human Resources with administrative tasks such as onboarding, filing, and recordkeeping as needed.

• Provide administrative support to other departments when required.

• Maintain accurate, confidential records and communicate schedule updates clearly to staff.

• High school diploma or equivalent (associate degree preferred).

• Previous experience in scheduling, staffing, or administration - healthcare experience a plus.

• Strong organizational skills with the ability to multitask and adapt quickly.

• Proficiency in Microsoft Office and scheduling software.

• Excellent communication skills and attention to detail.

• Professional, dependable, and team-oriented with a strong sense of confidentiality.

• Be part of a supportive team in a mission-driven healthcare environment.

• Opportunity to learn and grow with cross-departmental exposure.

• Competitive compensation and benefits package.

Physical Requirements:

Must be able to lift up to 25 lbs. Ability to walk, climb stairs, push and/or pull equipment and residents as needed. This position requires the ability to perform the essential functions described. These functions are not limited to the above requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.

We are looking for an organized, proactive administrative And Support services manager to oversee our administrative department operations and staff members. The administrative services manager will establish, evaluate, and change department controls and systems, review reports and interpret data, and hire, train, monitor, and direct employees while ensuring that the department and office operate efficiently and smoothly. You may also handle basic office tasks or direct support staff members as they answer phones, collect and distribute mail, organize and store information or paperwork, set up meetings, and make travel arrangements.

To be a successful administrative services manager, you should be committed to supporting the administrative staff members and improving department operations. You should be analytical, creative, organized, and detail-oriented.

• Directing and evaluating administrative department operations and staff members to ensure the business operates in a smooth, efficient manner.
• Developing, analyzing, reviewing, and implementing administrative department systems and controls.
• Training, hiring, coaching, and leading support staff members.
• Creating, reviewing, and reporting department data and using this information to solve potential problems or strengthen performance.
• Establishing and enforcing department regulations, guidelines, budgets, and timelines.
• Handling or monitoring staff as they perform basic office tasks, such as answering phones, greeting and directing visitors, making arrangements for meetings or travel, and distributing mail.
• Ensuring that information and records are organized and stored in a proper manner.
• Overseeing the maintenance, repair, or replacement of office equipment and machines.
• Assisting with office space design and installation.
• Ensuring that the office systems, controls, policies, procedures, and workspaces are in compliance with current regulations or legislation.

• High School Diploma or equivalent and administrative or clerical experience is required.
• Bachelor’s degree in business administration or a related field may be preferred.
• Additional certifications or licenses may be a plus.
• Ability to analyze information and develop effective solutions.
• Strong planning, critical thinking, problem-solving, and task and time management skills.
• Excellent interpersonal, leadership, coaching, and verbal and written communication skills.
• Proficiency in office technology and equipment, such as computers, copiers, scanners, fax machines, and phone systems.