Site Admin

Position summary:

The Site Admin provides operational and administrative support to CTI’s CMS CCO management team at the Chester, VA facility and is responsible for ensuring that administrative functions – including training completion tracking, report preparation support, records maintenance, supply and equipment coordination, and HR documentation filing – are executed accurately and on time.  The Site Admin is a non-supervisory, SCA-covered position supporting the Site Manager, QA/Training Manager, and HR Manager in the day-to-day administration of the program.

Essential Duties and Responsibilities: 

Job duties include the following: (Other duties may be assigned.)

• Monitor LMS training completion within designated timelines.  Maintain tracking spreadsheets, assisting the QA/Training Manager in notifying employees of outstanding requirements.
• Prepare, format, and submit training completions reports and DTRs as directed by the QA/Training Manager.
• Maintain organized electronic and physical filing systems for employee records, training certificates, NDA acknowledgments, and background investigation status.
• Assist in the preparation of weekly and monthly reports including Staffing Counts, Attrition Reports, and ATO Tracking Reports.
• Support onboarding administration including packet preparation, badge coordination, and workspace setup for new hires.
• Track CTI-furnished equipment inventory (HR and support staff computers and phones).  Coordinate repair or replacement requests.
• Provide meeting scheduling and logistics support for internal CTI meetings and Maximus coordination calls.
• Assist HR Generalist with benefits enrollment documentation and record filing.
• Manage CTI supply and materials requests for the Chester facility.  Coordinate with Site Manager for procurement approvals.
• Support the OEP ramp-up period with administrative tasks including candidate scheduling, onboarding processing, and documentation.
• Maintain confidentiality of all personnel, financial, and operational data in compliance with HIPAA and NDA requirements. 
• Attend and actively participate in all required meetings and updates. 
• Attendance and punctuality are essential functions of this position. 

Skills:

• Reading Comprehension - Understanding written sentences and paragraphs in work related documents.
• Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking - Talking to others to convey information effectively.
• Instructing - Teaching others how to do something.
• Troubleshooting - Determining causes of operating errors and deciding what to do about it.
• Time Management - Managing one's own time.

Attributes:

• Oral Expression - The ability to communicate information and ideas in speaking so others will understand
• Oral Comprehension - The ability to listen to and understand information and ideas presented through spoken words and sentences
• Written Expression - The ability to communicate information and ideas in writing so others will understand
• Written Comprehension - The ability to read and understand information and ideas presented in writing
• Speech Clarity - The ability to speak clearly so others can understand you

• Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations make improvements or take corrective action

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Work is primarily sedentary.
• Available for work from 0700 to 1900

Education and Experience:

• High School diploma or equivalent required.  Associate’s or Bachelors degree preferred.
• 1 year administrative or office support experience, preferably in a high-volume staffing environment or federal government contracting environment.  Call center or contract center experience a plus.
• Experience supporting HR or training departments in a high-volume staffing environment a plus.
• Familiarity with HRIS or LMS platforms is preferred.
• Ability to communicate effectively in English, both verbally and in writing.
• Uses good judgment, ability to make independent decisions and proactively solve problems as required.
• Must be organized and have strong time management skills.
• Must have PC skills (Microsoft Office). 
• Basic math skills required. 
• High attention to detail.
• Ability to interact with all levels of management and staff.
• Strong organizational skills and attention to detail.  Ability to manage multiple priorities in a fast-paced environment.
• May be required to work holidays. 
• Ability to pass a federal and local criminal background investigation.