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Administrative Assistant

2 months ago

Falls Church, United States Oloop Technology Solutions Full time

Job Title : Executive Administrative Assistant

Contract Duration: 5 Years

Work Location(s): Falls Church, VA

Work hours: Monday through Friday from 0700 to 1700 (7:00 am-5:00 pm)

Responsibilities/Duties

The Administrative Assistant shall perform program, administrative and office support activities for the Office of the Civilian Corps and the Human Resources Office civilian development.

Manages and facilitates administrative functions for Navy Medicine Civilian Corps and Human Resources civilian development efforts to include notices of upcoming clinics, training, meetings, scheduling, attendance, announcements, and contact lists.

Develops meeting agendas, calendar invitations, conduct meeting minutes, management of applicable tasks within the BUMED tasking database, prepare pre-briefs, briefs, talking points, and collating work products.

Shall plan and carry out projects to improve the efficiency and productivity of the organization and employees in the administrative support functions and requirements of the organization and to expedite and facilitate the accomplishment of workforce time management.

Fielding (10) telephone calls per day.

Coordinates advertising and promotes OCC and civilian development initiatives.

Conducts research to assist in identification of civilian development course options for Navy Medicine civilians in support of leadership, retirement, benefits, and other commonly needed development opportunities.

Provides word processing, creating spreadsheets and presentations, and electronic filing (5) times per week.

Develops 5-10 meeting agendas on a weekly to monthly basis.

Prepares 5-10 weekly calendar invitations.

Conducts 5-10 post meeting minutes/email bursts per month and presents them within 48 hours.

Manages 5-10 weekly Directorate/Departmental tasks and updates/completes within 72 hours as appropriate.

Prepares 5 pre-briefs, briefs and talking points per month and presents them within 24 hours (this is to be done per week in the two months prior to each of the two major meetings).

Prepares “ghost” emails twice a week within 24 hours as requested.

Amends documents and electronic “Plan of Action and Milestones” require updating within 48 hours and posting to appropriate internal folder and/or SharePoint/Teams, and other communication items.

Manages the development application process for those civilian employees requesting centrally funded or managed training opportunities, to include tracking attendance, level of participation, and activity management.

Provides administrative and informational support and guidance to students of distance education programs, as appropriate to the position.

Acts as liaison with students and faculty members, and other site administrative support incidental to the OCC.

Pulls reports from learning management systems on completed training.

Assists in providing course evaluations to attendees and in consolidating and providing course evaluation results.

Approves attendees for course registration.

Enters and maintains Navy Medicine enterprise-wide training in DON learning management system.

Assists in identifying and presenting data, enterprise processes and provides input in support of the deployment of the DON Waypoints learning management system.

Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; and implement changes each day.

Conducts surveys and feasibility studies for policy formation and improvement of services.

Maintains the system categorization repository for document configuration control, as well as an informatics library each day.

Develops and maintains a user-friendly and highly informative website to display works and findings conducted by Navy Medicine Civilian Staff.

Maintains daily the website informational content and ensures a user friendly, modern website design.

Knowledge, Skills, and Abilities

Exceptional Time Management and Organizational Skills

Experienced in overseeing busy executive's calendar and travel coordination

Superior writing skills with the ability to compose correspondence to executive level and/or physician audiences and Minute taking

Excellent verbal and interpersonal skills

Advanced proficiency in all of MS Office (Word, Excel, Outlook, PowerPoint)

Able to maintain a high level of integrity and discretion in handling confidential information.

Minimum Qualifications

Must have a bachelor’s degree from an accredited college.

Must have a minimum of three (3) years of administrative support experience supporting

executive level professionals.

Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

High degree of professionalism combined with very strong interpersonal skills and the ability to build relationships with leadership, staff, and external partners.

Highly resourceful team player with the ability to complete a high volume of tasks and projects with little or no guidance and make appropriate, informed decisions regarding priorities and available time.

Ability to switch gears at a moment's notice and to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Excellent judgment is essential.