Knowledge Management Specialist

Nakupuna Consulting is looking for a Knowledge Management Specialist to join our team of talented consultants providing professional services to a Joint Staff client. The Knowledge Management (KM) Specialist supports the Joint Staff Knowledge Management Division by facilitating the capture, preservation, and transfer of operational and institutional knowledge across Joint Staff directorates. Operating in a fast-paced joint defense environment characterized by routine military rotational turnover, this role plays a direct part in maintaining operational continuity and preventing critical information loss. The specialist focuses on developing continuity resources and job aids, maintaining and organizing digital workspaces using Microsoft SharePoint, contributing to project management deliverables, managing executive meeting cadences and action items, and executing internal communications to foster an open, knowledge-sharing culture.

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Site & Library Maintenance: Utilize basic to intermediate SharePoint tools to maintain team pages, document libraries, lists, and web parts, ensuring collaborative workspaces remain organized and up to date.
• Content Organization & Tagging: Apply standard folder structures, views, content types, and metadata tags to help staff members quickly locate relevant documents and mission resources.
• Permissions & User Access: Assist with basic site permissions, user group access requests, and routine access reviews in coordination with division security leads.
• Technical Handoff & Coordination: Serve as a liaison between end-users and senior technical administrators or developers when workspace requirements require custom solutions or complex workflow automation.
• Turnover Kits & Desk Guides: Partner with departing and incoming personnel to draft, update, and organize turnover binders, desk guides, and role-specific handbooks to safeguard institutional memory during military rotations.
• Standard Operating Procedures (SOPs): Assist action officers and division staff in documenting, formatting, and standardizing operational SOPs, workflows, checklists, and templates.
• Job Aids & Quick-Reference Guides: Create concise, visually intuitive how-to guides and one-pagers that help staff adopt standard KM tools, repository structures, and digital practices.
• Content Lifecycle Management: Review existing documentation repositories regularly to identify outdated information, update expired links, and archive obsolete records according to Joint Staff guidelines.
• Deliverable & Milestone Tracking: Track project deliverables, milestones, and task suspense dates using standard planning tools (such as Microsoft Planner, Lists, or Project), keeping project leads apprised of upcoming deadlines.
• Status Reporting: Gather status inputs from cross-functional stakeholders to assist in assembling weekly or monthly progress summaries, slide decks, and project dashboard views.
• Action Logs & Project Repositories: Maintain project file repositories, action item trackers, and meeting documentation to ensure all working group artifacts are properly organized and discoverable.
• Internal Communications: Draft announcements, newsletter write-ups, email advisories, and intranet announcements highlighting KM updates, newly published resources, and best practices.
• User Support & Guidance: Act as an accessible, service-oriented first line of support for division colleagues encountering questions on file sharing, workspace navigation, or continuity processes.
• Training Session Support: Help organize and facilitate informal lunch-and-learns, new-hire orientations, and system walk-throughs to promote effective knowledge sharing across staff sections.
• Meeting Preparation & Logistics: Coordinate logistical and virtual requirements (e.g., room scheduling, Microsoft Teams setups, dial-in coordination) for division meetings and working groups.
• Read-Ahead Assembly: Solicit, organize, and compile briefing slides, agendas, and background papers into cohesive executive read-ahead packages distributed prior to sessions.
• Action & Decision Capture: Attend staff meetings to take concise notes, record key decisions, identify assigned action officers, and document suspense dates.
• Post-Meeting Follow-Through: Distribute official notes promptly to attendees, monitor the status of assigned actions, and log key decisions into the division's central repository.

Education/Qualifications:

• B.A./B.S. Degree is required, or seven (7) years of executive assistance experience supporting senior level defense officials.
• 5+ years relevant professional experience in knowledge management, technical writing, office administration, project management, or a related field.
• Proficient mid-level skills in Microsoft Office products (Word, Excel, Outlook, and PowerPoint), Adobe, and use of office equipment is required.
• Familiarity with standard SharePoint Online / M365 environments-including navigating modern sites, creating/modifying lists and document libraries, updating site text/pages, adjusting view settings, and managing permissions. (Extensive coding or backend development experience is not required).
• Basic aptitude for formatting clear, attractive desk aids, SOPs, and one-page reference documents using standard office tools.
• Excellent oral and written communication skills geared towards executives.
• Demonstrated ability to write clear, concise, and articulate correspondence with a focus on quality control and attention to detail.
• Attentive to deadlines, action tracking, and document version control.
• Strong interpersonal and customer service skills that foster teamwork and create positive relationships with staff and principals. Positive, professional attitude with a willingness to assist users across various ranks and backgrounds.
• Working knowledge of coordination requirements for the successful preparation and approval of reports, briefings, memoranda, and presentations.
• Ability to prioritize, multi-task, plan, problem solve and adapt in a fast-paced and strategic environment under minimal supervision.

Clearance Requirement: This position requires an active TS/SCI eligible security clearance. Must be a U.S. citizen.

Work hours are Monday through Friday between the hours of 0800 -1630 except for holidays or when the Government facility is closed.

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual's particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $95,000 to $115,000 annually. The range displayed represents the typical range for this position and is just one component of Nakupuna Companies total compensation package for employees.