Job title: Administrative Assistant II
Company: Alaka`ina Foundation
Job description: The Alaka`ina Foundation Family of Companies is looking for an Administrative Assistant II to support our government customer at Fort Sam, Houston, Texas.DESCRIPTION OF RESPONSIBILITIES:
- Provide travel support for DoD business meetings (non-conference).
- Confirm meeting approval through the USAMRDC conference manager.
- Compile meeting invitation, agenda, and funding source.
- Create, assist Defense Travel System (DTS) authorizations for all sponsored attendees to estimate travel costs and book travel arrangements for review and approval.
- Create Resource Management System (RMS) TDY request and route for signatures.
- Upload all supporting documentation in DTS and confirm ticketing.
- Compile airfare, hotel, and all other receipts and create a DTS voucher with supporting documentation upon return.
- Provide non-DoD hosted conference travel (Army-funded) support.
- Create, prepare, submit conference request packets for submission in accordance with applicable timeframes to include RMS TDY requests, USAMRDC TDY requests, non-DoD conference request memorandum, and conference agenda).
- Assist with drafting the final conference approval memorandum after legal approval uploading all supporting documentation into DTS and confirm ticketing.
- Create an all-inclusive travel folder with itinerary documents, meeting agendas, and all other relevant travel information and provide it to attendees.
- Assist with drafting After Action Reports (AAR), compiling airfare, hotel, and all other receipts, and creating DTS vouchers with supporting documentation upon return.
- Provide proffered and partially proffered travel support.
- Arrange for a proffer letter template to sponsoring agency and determine if fully or partially proffered.
- Assist with creating Defense Travel System (DTS) authorizations for all sponsored attendees to estimate travel costs and book travel arrangements for review and approval.
- Assist with complete proffering organization’s expense report reflecting costs to the USAISR and draft and submit a Report of Payment from a Non-Federal Source Memorandum for approval.
- Provide OCONUS travel support.
- Prepare conference request packet and OCONUS Country Clearance packets to include: USAMRDC Form 55-46, force protection plan, ISOPREP/PRO-file certificate, AT, SERE, and TARP training certificates, flight itinerary, and DA Form 31 (if trip included leave time).
- Manage the day-to-day administrative operations.
- Manage and maintain calendars and schedules of the Scientific Lead, Program Manager, and Operations and Finance Manager.
- Schedule events to include scientific reviews, laboratory meetings, safety stand downs, video and teleconferences, visitor request documentation, equipment demonstrations.
- Schedule, coordinate, and prepare agendas for seminars and meetings.
- Participate in a variety of meetings, workshops and/or training for the purpose of scheduling and agenda preparation, receiving institutional and departmental information, and recording minutes.
- Coordinate and expedite the material workflow.
- Coordinate in-processing and out-processing of personnel to include escorting and orienting new personnel to local facilities and related support divisions.
- Prepare a variety of documents, forms, tables (progress reports, summaries, replies to inquiries, slide presentations, correspondence, agendas, minutes, event programs, bulletins, business cards).
- Generate, track, maintain, and archive documents related to communications, printing, library or publication services, mail, and facilities and equipment work orders.
- Organize and maintain a wide variety of manual and electronic document files and records (pre- proposals, grant proposals, protocols, budget spreadsheets, progress reports, Cooperative Research and Development Agreements (CRADAs), Material Transfer Agreements (MTAs), Memorandums of Understandings (MOUs), and Memorandums of Agreement (MOAs)).
- Maintain database of records and manages scientific references.
- Submit scientific media documents (manuscripts, posters, and abstracts) through relevant in- house approval channels and assists with submission to journals and meetings.
- Produce and maintain a log of all material workflow through Scientific Lead, Program Manager, and Operations and Finance Manager.
- Process research fellow and student applications, renewals, and related documents.
- Photocopy, fax, scan, and email documents as required.
- Coordinate with the Security Operations Department the completion of security requirements for incoming personnel once approved by COR.
- Maintain/update alert rosters, organizational charts, and staffing location documents monthly.
- Coordinate with Information Management Division (IMD) and Non-Commissioned Officer in Charge (NCOIC) to set up new contractor workstation prior to onboarding.
- Other duties as assigned by Supervisor.
REQUIRED DEGREE/EDUCATION/CERTIFICATION:At least a high-school diploma.REQUIRED SKILLS AND EXPERIENCE:
- Desired 1-2 years of experience working with DoD system performing the duties.
- Must have knowledge of personal computer (PC) operations and office automation applications (spreadsheets, word processing, database, communication packages).
- Must be proficient in the use of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Access).
- Must have experience with DTS (Defense Travel System) or similar travel system.
- Two to three (2-3) years of related administrative experience.
REQUIRED CITIZENSHIP AND CLEARANCE:
- Must be a U.S. Citizen.
- Must be able to pass a National Agency Check with Inquiries (NACI).
The Alaka`ina Foundation Family of Companies (FOCs) is a fast-growing government service provider. Employees enjoy competitive salaries. Eligible employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement; paid time off; and 11 paid holidays. The Alaka`ina Foundation FOCs is proud to be an equal opportunity employer.We are an Equal Opportunity/Affirmative Action Employer of individuals with disabilities and veterans. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. If you are a person with a disability and you need accommodation during the application process, please click to request accommodation. We E-Verify all employees.The Alaka`ina Foundation Family of Companies (FOCs) is comprised of industry-recognized government service firms designated as Native Hawaiian Organization (NHO)-owned and 8(a) certified businesses. The Family of Companies (FOCs) includes Ke`aki Technologies, Laulima Government Solutions, Kūpono Government Services, Kapili Services, Po`okela Solutions, Kīkaha Solutions, LLC, and Pololei Solutions, LLC. Alaka`ina Foundation activities under the 501(c)3 principally benefit the youth of Hawaii through charitable efforts which include providing innovative educational programs that combine leadership, science & technology, and environmental stewardship.For additional information, please visit#LI-JS1#ClearanceJobs
Expected salary:
Location: Fort Sam Houston, TX
Job date: Wed, 17 Jul 2024 04:45:46 GMT
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