Administrative Assistant-Junior

Position Summary

Provides direct programmatic support to perform a variety of day-to-day operations of Medical Education Training Center (METC) Operations. Perform a variety of administrative and/or clerical duties requiring knowledge and an understanding of the organization programs and procedures related to the work of the Operations. Perform tasks which include all administrative function and support matters related to plans and programs, task management coordination, emergency management, safety and security policies for personnel and facilities throughout the campus. Be able to gather, organize and analyze data, and to develop information and consider available solution or alternative methods of proceeding that minimizes risk to METC personnel and facilities to the greatest extent possible. Conduct operational accountability and effectiveness review of assigned facilities to ensure benchmarks are being implemented and maintained as required.

Duties and Responsibilities

* Work in close coordination with the Operations to handle multiple tasks supporting functions in a complex campus operation.

* Have a thorough understanding of the mission, objective, and organizational structure (on-site and off-site; Federal and Contract employees) of the office to which assigned, in order to better interface and facilitate communications with other divisions, departments and units.

* Establish long-range calendar of events, training exercises, and ceremonies that affect assigned facilities across the campus.

* Provide support for direct programmatic support and assist with resources and ensuring appropriate implementation.

* Analyze, retrieve, and evaluate data gathered, submit reports and develop information, and consider available solutions or alternative methods to functional operate.

* Perform administrative and/or clerical functions requiring input and retrieval of data in and/or from various information technology support systems.

* Prepare variety of special, complex or one-time reports, summaries, or replies to inquiries, charts and statistics from a variety of sources as requested.

* Establish and maintain daily logs, which will be submitted electronically to the Operations and COR by close of the business day.

* Protect confidentiality of records and logs and mark appropriately when necessary.

* Provide access control for a front desk to include reviewing visit requests, issue badges, program badges, create badges, input visits into visitor management system. * Receive all incoming personnel.

* Answer assigned facility phone calls and maintain appropriate call logs.

* Determine nature of facility requests and refer personnel to appropriate staff, support and class locations across the campus.

* Assist visitors and callers when routine procedural matters are involved. Verify credentials and use sign-in procedures, visitor badges, and escorts.

* Prepare reports, incident logs, and complete other record keeping as required. Complete and track work orders. Request information needed from other offices for periodic or special reports, inquiries.

* Execute functions to in-process and out-process individuals IAW established standard operating procedures.

* Search, retrieve, and update documents in the databases and file as necessary. Create work order folders, maintain records of all maintenance inquiries, and respond to campus support inquiries.

* Prepare and develop correspondence, reports, logs, memorandums, presentations, and other forms of communication for distribution across various organizations on site and off site as directed.

* Prepare, obtain, and coordinate authorization to install, relocate, remove, or update equipment using approved forms and processes.

* Monitor and operate computer systems at the main entrance and front desk of assigned facilities, communications systems, and other devices or building equipment located on or near the workspace.

* Notify COR immediately if any of the systems in assigned area of responsibility malfunctions, fails completely, or otherwise needs maintenance.

* Upon arrival and before departure ensure assigned facilities are appropriately secured; upon arrival log into the computer systems and before departure log out of the computer system. Be familiar with the name, address, and location of shelter-in-place, emergency assembly areas and storm areas of his/her workspace, as well as localized instructions for inclement weather conditions.

* Be familiar with Academic program name, course length and the locations within the campus facility.

* Provide facility information to visitors, staff, and faculty as well as emergency response personnel when applicable.

* Prepare, maintain and submit Serious Incident Report (SIR) that affect assigned facilities. The SIR shall be submitted electronically to Operations, Academic Department, Service Component and COR within two (2) hours after the incident has been identified.

* Ensure doors are locked or unlocked at specific entrances and exits, this includes interior and exterior doors; ensure lights are turned on or off in their duty area at designated times.

* Monthly report.

* Other duties as assigned.

Education and Experience

* High School Diploma,

* 5 years experience in DoD requirements and business processes preferred

* Experience with Military Health System (MHS) and Defense Health Agency (DHA) is preferred.

Knowledge, Skills, and Abilities

Excellent written and oral communications and presentations skills and are capable of learning and utilizing current and emerging military and commercial technology.

Knowledgeable of instructional techniques and training methodologies that will enable the development, implementation, evaluations, and revision of training programs.

Basic knowledge of computer equipment and the assigned area of system software.

Proficient with Microsoft Office Suite and able to incorporate programs to include Excel, PowerPoint, Outlook and Word.

Training Requirements: DHA/METC initial and annual training requirements, and comply with all DHA/METC policies, procedures, productivity standards and instructions as provided.

COVID Requirements: Pursuant the Safer Federal Workforce Task Force COVID-19 guidance and federal contractor requirements, individuals must be fully vaccinated upon commencing employment, subject to legally required accommodations (in other words, a medical condition, disability, or sincerely held religious belief).

Supervisory Responsibilities: None

Physical Demands: Withstand prolonged periods of standing, ability to sit in meetings for long periods of time; ability to use personal computer for long periods of time. May occasionally lift and/or move up to 35 pounds.

Personal Protective Equipment: None

Work Environment: Most of time spent in an office setting. Some time may be spent interacting with employees and government personnel – military and civil servants.

General: Employee expected to adhere to all company policies and to act as a role model in adherence to policies. There is an expectation of commitment to FALCONA’s values and mission. Other duties assigned as needed.

Metrics: (from Supervisor)

Job Types: Full-time, Contract

Pay: $17.00 - $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• COVID Vaccination Required

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 5 years (Preferred)
• Customer Service: 5 years (Preferred)

Work Location: In person

Salary : $17 - $18