Administrative Assistant

2 weeks ago

Atlanta, United States Goldbelt Full time

Overview

Goldbelt C6 protects the safety and health of the country by supporting civilian public health and defense medical marketspace. C6 offers research and development, engineering, and logistics services that enhance and enlarge customers' operations. C6's expertise is focused on integrating C6ISR and scientific, engineering, and technical support for various government partners. The experts at C6 are research and data-driven and ready to create custom solutions.

Summary:

We are looking for an experienced professional administrative assistant to work with the Centers for Disease Control and Prevention (CDC) in Atlanta, GA, through the National Center for Chronic Disease Prevention and Health Promotion's (NCCDPHP), Division of Diabetes Translation (DDT).

Responsibilities

Essential Job Functions:

  • Maintain appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
  • Performs clerical tasks, coordinate various calendars, take phone calls and messages, send emails, prep for large meetings and presentations, capture notes in meetings and other related tasks.
  • Set up administrative procedures for the Branch/Division.
  • Keyboard and/or word process text and information such as letters, reports, memos, and presentations.
  • Compose correspondence, reports and memos and presentations.
  • Arrange meetings and conferences and keeps minutes of records.
  • Submit requests for meeting rooms and equipment within 1 day after notification of a meeting.
  • Follows up within 30 minutes prior to the event to ensure appropriate equipment and materials are provided.
  • Prepare and maintain expenditure records or spreadsheets.
  • Maintain inventory of supplies.
  • Make and schedule appointments.
  • Set up and maintain file systems.
  • Implement plans for space requirements, tracking of employee travel, and tracking of employee absences.
  • Answer phones take messages and route calls.
  • All calls and email requests will be answered in a timely, courteous and professional manner, directed as appropriate or messages are taken.
  • There should be no more than one substantiated complaint per month.
  • Receive visitors and answer routine inquiries regarding administrative policies and procedures.
  • Use time and attendance reporting system to maintain and review records.
  • Identify issues with completeness and accuracy of records.
  • Make travel arrangements, creates travel orders, requests and vouchers administration/processing (including necessary memos, international travel, etc.)
  • Process all travel within 5 days of receipt; urgent requests will be identified and processed within 1 day of receipt.
  • Maintain and update "Actual" travel tracking spreadsheet, which shall be updated within 1 day of entering travel requests and updated within 1 day of submitting travel vouchers to maintain "real-time" travel expenditure records.
  • Prepare and track Branch travel projections/expenditures.
  • Enter vendor training orders for staff and forwards for approval with supporting documentation through the approval chain.
  • Complete credit card request forms for staff and records spending in Branch credit card spending spreadsheet.
  • Maintain phone coverage for main lines from 8:00 am - 4:30 pm.
  • Serve as back up to other support staff.
  • Receive visitors and coordinate security clearances.
  • Receive and distribute packages received through the mail.
  • Coordinate overnight mail packages by developing packing slips and delivering the packages to the appropriate campus site.
  • Prepare forms and operate office equipment and submit maintenance/repair requests to the appropriate CDC office.
  • Develop/maintain a system to fulfill health education publication requests, follow up with partners, distributes mass mail outs, and maintains an inventory of publications for the Team.
  • Provide internal and external meeting support and conference support by coordinating meeting materials such as agendas, handouts, and confirming room arrangements.
  • For conferences requiring ICAP approval, gather the required information from staff.
  • Prepare/process Print/graphic service requests and conduct meetings with assigned Teams to update staff on administrative processes/issues.
  • Keep message board updated to facilitate emergency evacuation efforts, to include tracking of staff and building evacuation leaders.
  • Keep Team e-mail groups up to date.
  • Implement requirements for office space moves such as tracking equipment, tracking office/cube assignments, and organizing files.
  • Submit requests for facility services to include equipment, furniture, office space, phones, computers, etc.
Qualifications

Necessary Skills and Knowledge:
  • Must work well with senior leadership, excel at organization, have a self-starter attitude with the ability to identify and accomplish tasks before others recognize the need. Demonstrates excellent written and verbal communication in interpersonal exchanges.
  • Strong command of Microsoft Office Applications (i.e., Word, PowerPoint, Excel, and Outlook) Ability to demonstrate diplomacy and work professionally and collegially with a highly educated, scientific customer base that is under pressure and in the public eye every day.
  • Demonstrated ability to work well independently, be solution-oriented, motivated, and committed to customer and company success.
  • Ability to handle a variety of constituencies, manage multiple tasks simultaneously and thrive in a complex environment while balancing multiple competing priorities.
  • Excellent judgment and decision making, with strong analytical skills; business intuition and business acumen.
Minimum Qualifications:
  • High School Diploma
  • At least 10+ years' relevant administrative experience.
  • Ability to obtain and maintain CDC Public Trust Clearance.
Preferred Qualifications:
  • Bachelor's degree in Business Administration, Human Resources, Marketing, or related field.
  • 3+ years' experience in business administration, office management, or project management.

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.

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