Administrative Coordinator

SUMMARY

Provide general office administrative support to the U.S. Military HIV Research Program (MHRP) in monitoring the quality-of-service delivery at MHRP-supported sites, in line with Memorandum of Agreement requirements for Department of Defense (DOD) execution of U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) funds in Kenya, Nigeria, Tanzania and Uganda. Responsible for a series of tasks that contribute to continued program performance through achievement of quarterly HIV/AIDS program performance targets set by PEPFAR.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Answer phones, take messages, log in/out correspondence, and provide generalized administrative support for the MHRP.
• Responsible for the coordination and maintenance of files/folders.
• Support MHRPs requirements for the Army Records Information Management System (ARIMS).
• Maintain official files in accordance with records management guidance.
• Prepare, review, and correct routine correspondence in the form of memorandums and business letters following Army Regulation No. 25-50.
• Maintain the appointment calendar for MHRP leadership and others as requested.
• Provide telephone coverage for the division.
• Assist the Government in processing and obtaining and maintaining office supplies.
• Coordinate 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 overseas travel offices.
• Provide support as required for overseas labs visits coming back to WRAIR for any meetings with the science or science support sections.
• 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.  
• Maintain regular and punctual attendance.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

None.

MINIMUM QUALIFICATIONS

• Strong experience with Defense Travel System (DTS).

• Experience making and processing travel arrangements (both OCONUS and CONUS).

• Records Management experience.

• Experience coordinating with overseas sites/operations.

• Bachelor’s degree in related field.  

• Experience in industry, academic, government, or research setting actively involved in infectious diseases (strongly preferred in HIV research), research execution or equivalent experience.

• Must be able to obtain HSPD-12 clearance.

• Must obtain and maintain any necessary security access and/or background checks.

DESIRED QUALIFICATIONS & SKILLS

• Experience doing data analyses is desired. 
• A general understanding of statistical terminology and ability to put pertinent data into presentation and paper format.
• Interpersonal skills with military and paramilitary community to liaise with subjects and gather more information. Understanding of military chain of command is a plus.
• Ability to prioritize, organize, problem-solve, and coordinate daily activities to support effective improvement in individual patients.
• Demonstrated knowledge, skill and ability to use basic office automation and information management equipment and programs (i.e., word processing, database management, email, etc.).
• Ability to communicate in a diplomatic and professional manner with research staff and study participants. 
• Ability to effectively communicate and collaborate with a diverse group of people for the purpose of informing the healthcare team of plans/actions, for teaching/education to benefit the patient/family and organization. 
• Excellent written communication skills to perform accurate documentation, both written and electronic, of all activity in accordance with requirements.

WORK SCHEDULE 

Full-time. May be required to work additional hours as needed to complete assignment or project.

TRAVEL

Potential for travel. When required, employee will need to complete an MVR check.

DRIVING REQUIREMENT

Must have or be able to attain a valid state driver’s license and be insurable on the company’s automobile insurance policy. Driving, with or without accommodation, may be required when traveling for training and/or short occasional amounts of local driving.  The expected driving time is less than 25%. 

WORK ENVIRONMENT

Work is performed primarily in an office setting. Employee will be exposed to a wide variety of clients in differing functions, personalities, and abilities.

PHYSICAL DEMANDS

Position consists of seeing up close and sitting for long periods of time, bending, stooping, crouching, and lifting up to 10 pounds. Frequently uses hands/fingers for manipulation of keyboard and mouse. It is Katmai’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

COMPENSATION & BENEFITS PACKAGE

• Pay range: $80,000 to $85,000 per year.
• Eligible Benefits: Medical, Dental, Vision, Life & AD&D Insurance, Long-Term & Short-Term Disability Insurance, 401(k) Savings Plan, Employee Assistance Program (EAP), Paid Time Off (PTO), 11 Paid Federal Holidays, and Leave of Absence.

Compliance:

To be considered for this position, all applicants must apply on the company website,  https://katmaicorp.com/life-at-katmai/

We are a VEVRAA Federal Contractor

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or national origin, disability status, protected veteran status, marital status, familial status or any other characteristic protected by law. https://katmaicorp.com/life-at-katmai/#equal_opportunity Preference will be given to Ouzinkie Shareholders, Descendants of Shareholders and Spouses of Shareholders in accordance with Title 43 U.S. Code 1626(g) and Title 42 U.S. Code 2000e - 2(i).