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ASRT Inc.
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  • 25-Aug-2021 to Until Filled (EST)
  • Atlanta, GA, USA
  • Full Time
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JOB TITLE: Administrative Assistant

POSITION NUMBER: 2108-72008-AA-001

POSITION LOCATION: Atlanta, GA, USA

ANTICIPATED START DATE: Two weeks after candidate identification

TRAVEL: As required to fulfill the responsibilities of the position

ASRT, Inc. provides scientific, information management, management consulting, bioinformatics, and administrative program support to the Centers for Disease Control and Prevention (CDC) and other Federal and private sector clients. The successful candidate will be a full-time employee of ASRT, Inc. and will be assigned to the Office of Advanced Molecular Detection (OAMD), National Center for Emerging and Zoonotic Infectious Diseases (NCEZID), at the CDC, 1600 Clifton Road, Atlanta, GA, to provide scientific and technical support for the OAMD.

SCOPE OF WORK

The Administrative Assistant will provide administrative support to the Office of Advance Molecular Detection in support of the mission and goals of OAMD.

MAJOR DUTIES AND RESPONSIBILITIES

  • Manage, prepare, develop, proof, format, track, and distribute, correspondence, for both internal and external audiences, inclusive of reports, records, memos, letters presentations, briefing document, and other communications/documentation.
  • Maintain contact lists.
  • Mail packages and documents and collect and distribute mail.
  • Assists with and coordinates on-boarding of new personnel documentation for fingerprinting, security checks, ID Badges, Cardkeys and CDC directory entries for new and current staff members and visitors. Ensure new staff is equipped with office equipment, phone setup and orientation.
  • Serve as designated POC for CDC automated & administrative systems.
  • Updates and manages records and automated data files and databases. Organizes and maintains current subject matter files. Maintains files in accordance with applicable schedules and regulations; exercises initiative in establishing or revising files to meet current needs and demands for the materials.
  • Assist OAMD in submitting reports and documentation toas needed to various internal CDC groups (office of director, OAS, OFR, divisions, etc.).
  • Serve as liaison between other Branch, Division, Office, and Center staff to ensure that tasks requested are completed on time.
  • Track correspondence responses to information requests requiring leadership attention to ensure timely response or actions and assuring deadlines are met consistent with management policies.
  • Maintain calendars and manage conflicts
  • Process, manage and track travel requirements; prepare and process travel orders and vouchers, provide travel support for Office Staff. Process and track travel requests, including authorizations and vouchers, training and purchase requests, ICAP approval, including requests for announcements, approvals, and notification for approved travelers.
  • Support coordination of staff training needs, prepare and submit training orders with supporting documentation for office staff, including but not limited to purchase requests, ICAP approval, including requests for announcements, approvals, and notification for approved travelers.
  • Provide technical assistance on personnel actions for OAMD including quality control review. This support shall include Title 42 Peer Review Packages, Title 42 actions process, Title 5 actions process, Support the ORISE Fellowship Packages and Guest Researcher Packages, support the Commission Corps (including: Review or process 1662 Forms, and Liaison between Commission Corps office and Commission Corps officers), Support the Student Worksite Experience Program (SWEP).
  • Assist with new employee processing, award nominations, staff requisitions, and detail actions
  • Provide assistance to managers and supervisors on personnel management matters involving staffing, recruitment and placement actions
  • Prepare and submit Micro-purchasing orders, purchase orders, contracts, contract modifications, Inter-Agency Agreements (IAAs) and cooperative agreements (CoAg) along with all associated documentation and clearances. Coordinate various activities and documents to provide contracts and grants management execution support. Analyze and summarize annual reports from grantees. Review and coordinate tracking of undelivered orders and un-liquated obligations, submit de-obligation requests as directed, enter approved invoices into the CDC acquisition system (ICE or system).
  • Perform strategic planning and financial analysis, including assisting in preparation of specialized program and project budgets and reports (e.g., technical reviews, carryover requests, contract modifications) to support operational needs.
  • As part of Monthly Report, report number of hours by labor category, summary of activities performed, any challenges, and actions to mitigate the challenges.

MINIMUM QUALIFICATIONS

Education and Experience:

  • Associate's degree in a Business-related field or field related to the duties and responsibilities of the position.
  • At least 2 years work experience supporting senior level management.
  • At least 2 years work experience coordinating and managing multiple high-level projects simultaneously.

Required:

  • Experience working with the Microsoft Office Suite.
  • Prior CDC experience providing administrative and travel support.
  • Experience with CDC travel policies and procedures.
  • Experience supporting and working with executive level leadership.
  • Experience providing complex calendar support to executive level leadership.
  • Experience providing conference and meeting room logistics support.
  • Experience drafting and reviewing non-technical administrative materials.
  • Experience maintaining and providing administrative services utilizing Windows-based applications such as Microsoft Word, Excel, Outlook, and PowerPoint.
  • Experience coordinating the preparation of records such as CDC agendas, notices, minutes, and resolutions for corporate meetings.
  • Excellent organization and time management skills.
  • High quality of administrative work in general (e.g., typing, messaging, following instructions while identifying related, implicit sub-tasks).
  • Successful experience balancing a range of demands in a fast-moving environment.
  • Strong interpersonal skills required for teamwork and interaction with people across CDC and with external partners.
  • Attention to detail.
  • Excellent written and oral communication skills.
  • Ability to take ownership of work and perform independently.

Desirable:

  • Previous experience related to providing excellent administrative support to executive level leadership strongly preferred.

Language Skills:

  • The candidate must possess excellent oral and written communication skills in English.

REQUIREMENT:

  • Must be a United States citizen or permanent resident or have authorization for employment in the United States.

SALARY: Commensurate with qualifications and experience.

To apply for this position:

  • If you are viewing this position on the ASRT Career Center, please click on the "Apply Now" button.
  • If you are viewing this position on a site other than the ASRT Career Center, you may use the "click to apply" link, or you may apply by visiting our Career Center and searching for the job title and position number listed at the top of this job posting.
  • To view all of our open positions and to apply to job openings in which you may be interested, please visit our Career Center at https://asrtinc.applicantpool.com/jobs/.

ASRT, INC. IS AN EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION EMPLOYER. It is the policy of ASRT, Inc. to provide equal employment opportunities without regard to race, color, religion, citizenship, age, sex, sexual orientation, gender identity, national origin, ancestry, genetic information, veteran or disability status, or any other characteristic protected by applicable federal, state, or local law, and to take affirmative action in accordance with applicable laws and Executive Orders.


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ASRT, INC. IS AN EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION EMPLOYER.  It is the policy of ASRT, Inc. to provide equal employment opportunities without regard to race, color, religion, citizenship, age, sex, sexual orientation, gender identity, national origin, ancestry, genetic information, veteran or disability status, or any other characteristic protected by applicable federal, state or local law, and to take affirmative action in accordance with applicable laws and Executive Orders.

Other Requirements:

Background Check: Ability to pass a pre-employment criminal background check.

Security Clearance: Applicants selected may be subject to a government security investigation and background check to meet eligibility requirements for access a government worksite and to access classified information.