Position Summary

Odyssey is looking for an Executive Assistant II to assist with peforming administrative support functions for the Center of Military Psychiatry and Neuroscience at the Walter Reed Army Institute of Research in Silver Spring, MD. 

Responsibilities

Duties include, but not limited to:

General Administrative Support- Perform routine administrative functions such as organizing files and folders (physical and electronic), maintaining and disposing of official (e.g., regulatory) files IAW records management guidance, routing paperwork up-and-down the chain of command, creating and formatting slides, updating project files, managing databases (e.g., Excel), approving transactions for accounts (e.g., FedEx and Syncada) on behalf of CMPN, collecting and distributing physical mail for CMPN POCs, photo copying, filing, providing telephone coverage for the CMPN Center Office to include answering phones and taking messages, and assisting the Government in processing, obtaining, and maintaining office supplies- Prepare routine correspondence in the form of emails, memorandums, business letters, and other documentation following Army Regulation (AR) 25-50. Log, review, and perform quality checks on routine correspondence- Coordinate, maintain, and update CMPN-related organizational charts, seating charts, directories, POC lists, and email distribution lists within networked drivesMeeting Support- Coordinate scheduling and provisioning of meeting facilities and materials. Maintain calendars for CMPN leadership and others to include arranging appointments with both internal and external entities- Provide logistical and administrative support before, during, and after meetings to includemaking meeting room and bridge reservations, opening and setting up rooms, reserving required audiovisual equipment, validating VTC or telephone conferences in advance of meetings, compiling and distributing agendas, coordinating and hosting meetings and presentations in various formats (e.g., on-site, off-site, online), and other general meeting support (A.009).- Attend meetings and record meeting minutes. Meeting minutes shall be delivered within two days of the conclusion of the meeting - Coordinate seminars, workshops, conferences, and other networking events for staff,visiting scientists, and other personnel to include coordinating clearance (if applicable), requesting access, and reserving parking for visitors. Follow WRAIR internal processes for securing conference approvalsDefense Travel System (DTS) Support- Coordinate travel arrangements for approximately two trips per month for CMPN staff to include securing flight, rental car, and hotel reservations. Provide a monthly trip report to include costs associated with travel to the COR - Provide travelers with guidance on requirements for CONUS and OCONUS travel, as well as in-kind travel requirements. For OCONUS travel, assist travelers with obtaining and completing required United States Army Medical Research and Development Command (USAMRDC) foreign travel clearance documents to include, but not limited to, official passports and visas, an Area of Responsibility Brief, the Isolated Personnel Report (ISOPREP)/PRO-File, enrollment in the Smart Traveler Enrollment Program, the USAMRDC Form 55-46, the Standard Force Protection Plan, and country-specific trainings - Assist travelers approximately 5-15 times per week with initiating authorizations and vouchers in DTS. Perform quality checks to find and fix errors in travel documents submitted. Act as a level 5 reviewer for DTS authorizations and vouchersBusiness and Program Management Support- Develop a staffing management approach to include an assessment of the current state of staffing across all six branches of CMPN in addition to the CMPN Center Office. The staffing management approach shall document current vacancies of key personnel and recommendations for filling current and future vacancies as they occur. A draft staffing management approach is due within 30 days of TO award to the COR with the final staffing management approach due to the COR within 60 days of TO award- Develop MSRs detailing all work, including any subcontractor work (if applicable). The MSR shall detail all hours worked and workload accomplished, to include but not limited to, status on each assigned agreement, meetings attended and outcomes, CONUS or OCONUS trip reports (if applicable), GFP inventory, updated staff contact roster, proposals submitted and status log, tasker response and status log, grants supported, conference and event status and log, ODC status and projection, and issues to be elevated for COR knowledge or action. MSRs shall be submitted no later than five days after the final day of the reported month - Assist with business and program management activities to include performing market research, preparing reports, coordinating completion of taskers, and completing required documentation (e.g., in-processing and badge renewal forms)

Qualifications

Minimum Required Qualifications:

Citizenship: Must be a US citizen

Clearance: NACI

Education: High School Diploma 

Years’ experience: Minimum of 4 years 

Certifications: NA

Additional Information:

Location: Silver Spring, MD 

Travel: up to 10% 

Remote, Onsite, or Hybrid: Onsite (local candidates only); Telework eligible 

#LI-AS1

Company Overview

Odyssey Systems Consulting Group, is an innovative small business committed to providing world-class technical, management, and training support services to government and public sector clients. We focus on people, processes, and performance to deliver superior results. Since our inception in 1997, our commitment to mission success and customer satisfaction has been recognized with exponential growth and exceptional past performance ratings. We accept challenging assignments and drive projects from the planning stages, through implementation, and into operations and support.

Please note: Final compensation for this position will be determined by various factors such as the Federal Government contract labor categories and contract wage rates, relevant work experience, specific skills and competencies, geographic location, education, and certifications.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities