Counseling and Advocacy Program Administrator

Department of the Navy - Jacksonville, FL (30+ days ago)4.4

Fleet and Family Readiness is looking for the best and brightest to join our TEAM!!! The Navy team offers innovative, exciting and meaningful work linking military and civilian talents to achieve our mission and safeguard our freedoms by enhancing the quality of life for Sailors, their families, and others in the Navy Community. Department of the Navy provides competitive salaries, comprehensive benefits, and extensive professional development and training.

Family Readiness includes the Fleet and Family Support Program and Emergency Response.

The Fleet and Family Support Program provides services through Fleet and Family Support Centers, such as relocation assistance, new parent support, deployment services, clinical counseling services, financial management counseling, family employment services, family advocacy and the transition assistance programs.

The Emergency Response Program manages Navy Installations Command’s response plans to provide assistance to the Navy Family during a disaster.

Fleet Readiness is comprised of Morale, Welfare and Recreation Programs, official and recreational lodging, and food and beverage operations. These services include:

Fitness and Sports

Deployed Forces Support

Movies and Libraries

Golf and Bowling

Marinas and Outdoor Recreation

Liberty Program

Information, Tickets and Travel

Navy Entertainment Program

Navy Gateway Inns & Suites

Galleys and Recreational Dining

MWR Lodging

Child Development Centers and Homes

Youth and Teen Centers

School-Age Care

School Liaison Officer Program

Navy Housing manages housing Navywide, including permanent party family housing and unaccompanied housing. Focused on assisting Sailors, both single and those with families, receive suitable, affordable and safe housing wherever they are assigned.

The Support Services Center supports the other four divisions and regional Fleet and Family Readiness Service Centers through a consolidation of management support functions, such as NAF financial management, marketing, training, NAF human resources, facilities and acquisition, information technology, and management evaluation and assistance.

Navy Wounded Warrior – Safe Harbor coordinates the non-medical care of seriously wounded, ill and injured Sailors and Coast Guardsmen, and provides resources and support to their families and offers individually-tailored assistance to ensure enrollees’ successful recovery, rehabilitation and reintegration.


Provides support in allocating adequate resources, measuring effectiveness and improving business practices for Counseling and Advocacy Programs (CAP).
Collects, analyzes and presents information related to the services and programs provided by CAP.

Communicates processes and methods to various staff and support personnel with guidance from management and higher level supervisors.

Coordinates workload, resource studies and provides information and findings to program managers or others to enable proper workload distribution within the organization.

Updates, organizes, and maintains program/project files, organizational charts and other documents and records.

Assists in the preparation of program data management documents, such as budgets, business plans, program objective memorandum, staffing and manpower reports and other departmental/program related data.

Prepares reports, coordinates all tasks, data collection and dissemination of information.Serves as the central point of contact for administrative and program support tasks.Recommends changes or actions required to assure compliance with established requirements, including areas needing further study or follow up by directors, service providers, program managers or staff.

Attends planning sessions and meetings that affect current and future requirements of the Regional CAP.

Assists in the preparation of agenda items, Power Point presentations and reports.Prepares and coordinates logistics and amenities for Program Manager sponsored conferences/meetings.

Prepares correspondence, reports and other documents and provides administrative and clerical support to the CAP staff.Reads and processes incoming correspondence, email, faxes and materials.

Prepares and maintains departmental calendar, and schedules appointments.Receives visitors and phone calls.Provides customer service to subordinate activities.

Prepares correspondence, reports, instructions and other related documents from handwritten, electronic drafts and inputs using computer technology, word processing and spreadsheet software programs.

Prepares action items, meetings, appointments and other scheduled events to ensure prompt and timely attendance.Courteously reminds supervisor and others of these events.

Makes calendar available to staff personnel to minimize scheduling conflicts.

Prioritizes workload and refers conflicts in schedules to staff personnel for resolution.

Provides travel support for staff. Responsible for providing technical administrative assistance regarding the travel process in support of the Family Readiness Program Non-Appropriated Fund (NAF) employees located at fifteen (15) Fleet & Family Support Centers.

Ensures all leave reports are properly completed.

Uses office automation skills to perform management and/or program support assignments.

Converts spreadsheet and internet based data into charts, graphs, and report formats.

Develops macro spreadsheets and databases by setting up format and sequence functions to update, revise, and retrieve information for office needs and special or nonstandard reports.

Uses local area network and internet based office automation software to transmit, disseminate and retrieve information and materials to assist in management and/or program information, tasks, data and reports.

Ensures all administrative tasks associated with maintenance of the Credentialing and Privileging database for over 100 clinicians are completed.

Conducts reviews of existing directives, standard operating procedures, agreements and plans to detect and eliminate conflict, overlap, duplication and inaccuracies, and to simplify them.

Ensures all administrative tasks associated with preparation and coordination of Critical Incident Review Committee meetings are performed.

Performs the preparation and administrative coordination of all of pre and post Peer Review Panel Hearing (PRP) documents.Attends PRP in order to record the proceedings and to provide critical support for the Hearing process.

Prepares and submits requisitions for contract, and other purchases. Writes all the Statements of Work, the justification on Sole Source Documents for all contracts for purchasing of services, office supplies, and furniture over the single line item of $2500, for the Family Readiness Program.

Coordinates and disseminates all CAP service tasks, data and information in key functions to installation centers, staff and other levels within the chain of command in support of Fleet and Family Support Programs and serves as central point of contact for visitors, phone calls and inquires.

Coordinates and organizes workload data base efforts, such as data entry, report generation and data base maintenance.Assists in developing new methods and techniques to efficiently accomplish assigned tasks, identify deficiencies and recommend methods for improvement.

Travel Required
Occasional travel - To Support Mission

Supervisory status

Who May Apply
This job is open to…
United States Citizens
Questions? This job is open to 1 group.

Job family (Series)
0301 Miscellaneous Administration And Program

Similar jobs
Managers, All Other

Conditions of Employment



You must be a US Citizen.
Males must be registered or exempt from Selective Service.
Selectee must be determined suitable for federal employment.
Selectee may be required to successfully complete a probationary period.
Selectee is required to participate in the direct deposit pay program.
Social Security Card is required.
Satisfactorily complete an employment verification (E-VERIFY) check.
This is a non-critical sensitive position requiring access to IT II system and/or PII. Position requires employee to obtain/maintain eligibility for a Secret security clearance. An Access National Agency Check Investigation (ANACI) is required via the SF86 Security Form.
Occasional travel up to approximately 10% may be required. Incumbent may be required to travel for up to two weeks for the purpose of attending or providing trainings.
The employee must be willing to assume related collateral duties with COMNAVREG SE and the Family Readiness Program.
NOTE: Applicants have the ability to perform an E-Verify Self Check to confirm employment eligibility at . Although a Self-Check is not mandatory, it can be a useful tool for applicants to find out if there is a problem with their employment eligibility records and resolve any issues before taking a job.

In order to qualify for this position, your resume must provide sufficient experience and/or education, knowledge, skills, and abilities, to perform the duties of the specific position for which you are being considered. Your resume is the key means we have for evaluating your skills, knowledge, and abilities, as they relate to this position. Therefore, we encourage you to be clear and specific when describing your experience. All non-government positions identified on your resume must include complete address and to and from dates. Government positions must include pay plan, series, grade, to and from dates and address of the agency/organization.

One year of specialized experience directly related to the duties described above. Qualifying experience must have been equivalent to the next lower level in the normal line of progression.

Specialized experience must demonstrate the following:
Knowledge of personal computers and software, such as Excel, graphics, spreadsheets, pivot tables, database management systems, and communications to perform a variety of basic automation functions.

Knowledge of administrative technical support specifically related to sensitive subject matter documents and procedures to the Region Counseling and Advocacy Program staff.

Knowledge of the organization of office case files, the purpose and content of documents in the files, and the ability to prepare reports and maintain suspense records.

Knowledge of procedures for travel and training requests.

Knowledge of procedures for time and attendance reporting and record keeping.

Knowledge of the basic objectives and policies governing various management or program operations.

Knowledge of regional shore installations management and base operating support elements to include functional and administrative processes required to accomplish program duties.

Knowledge of basic business principles related to cost accounting and personnel management to make analytical decisions and assessments in areas of resource utilization and determination of duplicative effort.

Knowledge of government business and budget cycles to plan for recurring events in the fiscal year and develop processes in support of programs and higher level analysts which will provide cumulative progress toward command strategic goals.

Knowledge of programs of the immediate and subordinate organizations as they relate to the clerical and administrative functions of the offices.

Skill in writing and presenting reports outlining the processes and procedures used in a study, the conditions of the management or program operations and recommended improvements.

Skill in information gathering techniques such as standard interview or survey.

Skill in following program execution against a plan with consideration of budget and resource allocation and expenditure.

Skill in oral and written communication in order to write/type letters, memoranda, and reports and to clearly explain complicated regulations, procedures, and concepts to persons outside the agency.

Ability to perform a wide variety of interrelated standard procedural assignments and resolve a wide range of problems complicated by organizational characteristics such as numerous functions, diverse functions, changing work processes, changing staffing levels, and changing program objectives.

Ability to analyze, verify, and correlate basic data support studies and recommendations.

Ability to determine best software to use for entering, maintaining and retrieving organizational and/or program data and to compile reports, produce charts and graphs, or monitor project or program status.

Ability to design and set up procedures and format for obtaining and retrieving data in the form needed.

Ability to coordinate meetings and conferences to relate specific information or orchestrate group efforts to achieve a desired outcome.

Ability to interpret Navy Instructions and Regulations in order to draft documents pertaining to a myriad of Counseling and Advocacy program subject matter documents.
You will receive credit for all qualifying experience, including volunteer and part time experience. You must clearly identify the duties and responsibilities in each position held and the total number of hours per week.

Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., professional, philanthropic, religious, spiritual, community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment.

As part of the application process, you must complete and submit an occupational questionnaire and your RESUME MUST SUPPORT AND VALIDATE YOUR ANSWERS or you may be removed from consideration.


Please follow all instructions carefully. Errors or omissions may affect your rating and/or appointment eligibility.

Additional information
Some positions have special requirements
  • Position is a non-critical, sensitive, supervisory position requiring access to IT II system and/or access to PII. An access National Agency Check investigation (ANACI) is required via the SF 86 security form.
  • Required to submit a Financial Disclosure Statement, OGE-450. Executive Branch Personnel Confidential Financial Disclosure Report upon entering the position and annually, in accordance with DoD Directive 5500-7R, Joint Ethics Regulation, dated 23 March 2006.
  • Salary is dependent on experience and/or education.
  • For positions requiring travel more than twice per year, selectee may be required to obtain and maintain in good standing a Government-issued Travel Card for official government travel purposes.
This announcement may be used to fill additional vacancies within 90 days of closing date.

The Department of the Navy (DON) is an Equal Employment Opportunity Employer. Applicants are assured of equal consideration regardless of race, color, national origin, religion, sex, age, mental or physical disability, genetic information, reprisal, marital status, political affiliation, sexual orientation, or any other non-merit factor. This agency provides reasonable accommodations to applicants with disabilities. Applicants with disabilities who believe they may require reasonable accommodations should email their request to CNI_SE_HQ_N9_NAFJOBS@NAVY.MIL to ensure proper consideration is given. The decision on granting reasonable accommodation will be on a case-by-case basis.

This activity is a Drug-Free workplace. The use of illegal drugs by NAF employees, whether on or off duty, cannot and will not be tolerated. Federal employees have a right to a safe and secure workplace, and Sailors, their family members, and all other customers have a right to a reliable and productive Federal workforce.

How You Will Be Evaluated
You will be evaluated for this job based on how well you meet the qualifications above.

Your experience is subject to evaluation and verification against the information in your resume. The numeric rating you receive is a self-assessment only and is based on your responses to the questionnaire. Do not overstate or understate your level of experience and capability. If a determination is made that you rated yourself higher than is supported by your resume, or if your resume lacks sufficient information, you will be rated accordingly or may be considered ineligible.

All resumes will be reviewed to determine if they meet the hiring eligibility and qualification requirements listed in this announcement, and will be rated based on the information provided in the resume to determine the level of knowledge, skill, and ability, related to the job requirements. Using the qualifications of the position, a predetermined rating criterion of knowledge, skills, and abilities will be used for each resume. Best qualified applicants will be referred to the hiring manager. The selecting official may choose to conduct interviews.

Click the following link to preview the applicant questionnaire: Preview Applicant Questionnaire .

Background checks and security clearance
Security clearance
Q - Nonsensitive

Required Documents

Required Documents
  • Resume
  • Include name and contact information for at least three (3) professional references in your resume
  • OF-306.
  • Proof of education (transcripts/copy of degree/high school diploma), if applicable to position requirements.
  • If claiming Veteran’s Preference, completed SF-15 and a legible copy of DD-214 (page 4) as well as any other supporting documentation (disability, official statements, proof of service, etc). is required.
  • If claiming Gold Star Veteran's Preference, completed SF-15 and a legible copy of DD-1300 as well as any other supporting documentation (official statements, document of service, court decree, , etc). is required.
  • If claiming Military Spouse Preference, a copy of sponsor's orders (applicable for NF-03 and below or equivalent).
  • If claiming Department of Defense (DOD) Non-appropriated Fund (NAF) Business Based Action (BBA) Priority consideration, submit a copy of the notice of separation.
  • If you are a current federal employee, submit your most recent Personnel Action Report (PAR) or SF-50.
  • If you are a current federal employee, submit your last three evaluations.
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education .

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.


A career with the U.S. Government provides employees with a comprehensive benefits package. As a federal employee, you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Learn more about federal benefits .

The Federal government offers a number of exceptional benefits to its employees. Benefits you get to enjoy while working for our TEAM include but are not limited to:

Comprehensive benefits package (medical, dental, life insurance, spouse & dependent life insurance, long-term disability, retirement, and 401(k) savings plan, annual and sick leave, tuition reimbursement, etc.).
Stability of Federal Civilian Service
People with passion for doing work that matters
Quality of Work Life Balance
Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time, part-time, or intermittent. Contact the hiring agency for more information on the specific benefits offered.