The Alaka`ina Foundation Family of Companies (FOCs) has a need for a Senior Administrative Assistant located in Silver Spring, MD.

DESCRIPTION OF RESPONSIBILITIES:

• The Senior Administrative Assistant is a support role to the Government’s Civilian Administrative Officer and shall be able to cover multiple tasks in support of each major task. Extensive face-to-face activity within the WRAIR is anticipated, however occasional and limited performance of tasks off-site may be feasible on a case-by-case.

The Senior Administrative Assistant shall provide administrative program oversight and coordinate effective use of program resources for administrative elements of MHRP supported projects occurring outside the US and provide meeting and logistical support for strategic offsite planning meetings.

The Senior Administrative Assistant shall provide general office administrative support, including but not limited to:

• Answer phones, take messages, log in/out correspondence, and provide generalized administrative support for the MHRP

• Coordination and maintenance of file/folders

• Support MHRPs requirements for the Army Records Information Management System (ARIMS)

• Maintaining official files in accordance with records management guidance

• Other administrative duties as assigned

• Preparation/Review/Correction of routine correspondence in the form of memorandums and business letters following Army Regulation No. 25-50.

• Maintaining the appointment calendar for MHRP leadership and others as directed

• Obtaining and maintaining office supplies

• Coordination of seminars, workshops, and other networking events for staff and for visiting scientists/other personnel, and coordinate clearance, post access and VIP Parking for visitors

• Working closely with assigned Budget Analyst and OCONUS staff to ensure accurate and comprehensive fiscal status is available on all activities, such as but not limited to: (Civilian Pay, Military Pay, Contracts, Cooperative Agreements, etc.) at all times

• Responsible for planning and coordinating overseas travel for MHRP staff and personnel supporting the overseas labs/field site establishments. Coordination includes submitting all necessary travel documentation to both WRAIR overseas travel offices

• Coordinate with overseas sites for input to tasker’s annual historical reports, and other reporting requests as needed

• Prepare reports and tasker responses as required

The Senior Administrative Assistant shall assist MHRP staff with Defense Travel System (DTS) / OCONUS travel coordination. Tasks include but are not limited to:

• Coordination of travel arrangements

• Entering of travel information into DTS in order to generate travel documents for OCONUS travelers from the HQ when required

• Find and fix errors in travel documents when submitted by other users

• Assist MHRP Government travelers with initiating vouchers in DTS at travel completion, when requested

• Securing hotel arrangements and reservations. (Final venue selections are to be approved by the COR) Venue selection will adhere to current Force Protection Requirements and additional criteria established by the COR (examples provided in Attachment 6)

• Reserving the appropriate number of meeting rooms in support of the meeting and supply any necessary audio/visual/IT support and equipment needed to conduct the meeting

• Assisting with travel reservations for non-DoD/government peer review participants

• Assist with coordinating food and beverages for offsite meetings,

• Transmitting calendar notifications

• Providing logistical and administrative support during meetings (i.e., distribute hard copies of the agenda as needed)

• Creating and coordinating scheduling and provisioning of meeting facilities and materials

• Coordinating presentations and performing quality checks

• Maintaining various Points of Contact Lists

• Take minutes as requested. Provide draft meeting minutes no later than two business days after the meeting (Deliverable 11)

• Following WRAIR internal processes and secure conference approvals

REQUIRED DEGREE/EDUCATION/CERTIFICATION:

• Bachelor’s degree.

REQUIRED SKILLS AND EXPERIENCE:

• Four years’ experience as an Executive Administrative Assistant.
• Two years’ experience using the Defense Travel System (DTS) booking travel and reconciling travel reimbursement on behalf of end users.
• One year experience event planning and coordinating seminars, workshops, and other networking events.
• Experience preparing and proofing executive level correspondence for prose, spelling, and grammar.
• Must be a self-starter, able to work independently/unsupervised, and have excellent communication and organization skills.
• Possess a demonstrated expert understanding of AR25-50.

REQUIRED CITIZENSHIP AND CLEARANCE:

• Must be a US citizen.

• Must be able to obtain a NACI clearance.

The Alaka`ina Foundation Family of Companies (FOCs) is a fast-growing government service provider. Employees enjoy competitive salaries. Eligible employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement; paid time off; and 10 paid holidays.

We are an Equal Opportunity/Affirmative Action Employer. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. If you are a person with a disability and you need an accommodation during the application process, please click here to request accommodation. We E-Verify all employees.

The Alaka`ina Foundation Family of Companies (FOCs) is comprised of industry-recognized government service firms designated as Native Hawaiian Organization (NHO)-owned and 8(a) certified businesses. The Family of Companies (FOCs) includes Ke`aki Technologies, Laulima Government Solutions, Kūpono Government Services, and Kapili Services, Po`okela Solutions, Kīkaha Solutions, LLC, and Pololei Solutions, LLC. Alaka`ina Foundation activities principally benefit the youth of Hawaii through charitable efforts which includes providing innovative educational programs that combine leadership, science & technology, and environmental stewardship.

For additional information, please visit www.alakainafoundation.com. 

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