Administrative Assistant

Goldbelt Frontier is committed to providing support for a range of health technology management operations, projects, and services across the government and commercial industries. Frontier collaborates with clients and partners with other businesses to ensure that the right solution with the right people is delivered to meet the client's needs. Many senior project managers and business analysts are subject matter experts in their respective fields. Frontier understands how to support multiple stakeholders to aid in developing and implementing national policies, strategies, and doctrine.

Summary:

Goldbelt Frontier, LLC is looking for a Administrative Assistant. The Administrative Assistant will work as a contractor the U.S. Army Medical Research Institute of Infectious Diseases (USAMRIID) Transition Office.

Essential Job Functions:

• Prepare a minimum of approximately 20-50 pieces of correspondence per section, per week
• Prepare Travel requests in DTS; approximately 4-5 per month. OCONUS requests will be coordinated and prepared in accordance with applicable guidance; approximately 2-3 per month
• Answer approximately 30 telephone calls per day. Provide messages to appropriate personnel upon receipt or within 1 hour of receipt
• Prepare Spreadsheets and Power Point presentations as needed; approximately 10-20 per month
• Assist with the BLMS, SharePoint and business plans tools in use at USAMRIID. Upload and update documents on Division Sharepoint site; assist with preparation and staffing of documents from Division staff for review, fill out spreadsheets and compile data as needed
• Coordinate with NCOICs or other branch staff for one on one assistance to in-coming personnel to ensure proper signatures, access, and permissions are granted based on position being filled. Arranges new hire's phone and computer imaging. Assist with coordinating proper signatures for out-going personnel. Schedule in/out briefs at appropriate level.
• Reply to emails within 3 hours or sooner if request is urgent

• Track current location of all Division personnel, coordinate space for new personnel. Assist with Maintains phone and location rosters that feed into Faces to Spaces

• Schedule and coordinate meetings, conferences, and training sessions. These can be at a conference room physically at RIID or using an online system such as Microsoft Teams. Approximately 3-6 meetings per week will be scheduled. Schedule approximately no more than 3 conferences and/or training sessions per year onsite or at alternate locations throughout the local area or CONUS

• Use GFEBS/DMLSS to order supplies and submit purchase requests. Assist with getting documents/quotes for purchases and staffing to obtain approvals. Enter orders for supplies into DMLSS. Supply inventory and control. Follow up on processing of Branch level PR; execution report tracking of Division Level WBS; provide support to PMs for execution report tracking of Branch Level WBS and projects

• Keep updated and report the PERSTATs. Compile/submit Branch/Division org chart updates as requested and submit to Directorate Admin. Distribute org charts to all Division staff. *Org chart includes- position and name, (CIV/MIL/CTR/VS). Completes FHP On Call Roster monthly, distributes to call staff and security POC. Updates Emergency Roster (Alert Roster) monthly and distributes to division. Maintains calendar with on call and leave for division

• Coordinate tasks with the MBD Program Manager as requested

• Maintain documents and filing in accordance with ARIMS. May be appointed as 'Records Manager' for Division/Office.

• Attend meetings for the purpose of taking meeting minutes. The minutes shall be transcribed in the correct format and distributed to attendees or as directed by the meeting organizer

• Maintain, update, and track information in databases based on Division/Office assignment. Approximately 1-20 entries per week

• Assist Division personnel when submitting QA documents to QARCO Document Control Office (DCO). Oversee the Division's Standard Operating Procedure (SOP) submission and approval process (IAW SOP QA-04-01) by ensuring that all SOPs are complete and all required documents are routed through Safety prior to sending to QARCO DCO for QA review. Coordinate with SOP authors during periodic reviews and ensure all responses are tracked and returned to QARCO in a timely manner

• Track and assist HR with preparation of division CIV awards (format, timeliness). Forward to directorate staff

Necessary Skills and Knowledge:

• Prepare Travel requests in DTS
• Exceptional organizational and time management skills
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Excellent written and verbal communication skills
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment
• Effective communication skills including excellent oral and written communication skills
• Strong problem-solving skills and attention to detail
• Familiar with formatting correspondence in accordance with AR25-50
• Familiar with GFEBS and DMLSS to order supplies and submit purchase requests
• Strong customer service orientation
• Ability to work independently
• Strong organizational and time-management skills
• High degree of attention detail

Minimum Qualifications:

• Experience with preparing Government Travel requests in DTS
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Familiar with formatting correspondence in accordance with Government format AR25-50
• Previous experience with GFEBS and/or DMLSS
• High School diploma or GED
• Minimum three (3) years of clerical, secretarial or office experience required

Preferred Qualifications:

• Associates or Bachelor's Degree from an accredited institution

Pay and Benefits

The pay range for this position is $20.81 to $23.35 hourly.

At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.