Falcona Management & Technology, LLC

Compensation

Full Description

Job Summary The Administrative Assistant-Junior will provide direct programmatic support to perform various day-to-day operations of the Medical Education and Training Campus (METC) Operations. Perform a variety of administrative/clerical duties requiring knowledge and an understanding of the organization’s programs and procedures related to the work of the Operations. Perform tasks including but not limited to all administrative functions and support matters related to plans and programs, task management coordination, emergency management, and safety and security policies for personnel and facilities throughout the campus. Be able to gather, organize and analyze data, 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 reviews of assigned facilities to ensure benchmarks are implemented and maintained as required. Duties • Work in close coordination with the Operations to handle multiple tasks and support functions for complex campus operations. • Have a thorough understanding of the mission, objective, and organizational structure (on 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 a 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 while ensuring appropriate implementation. • Analyze, retrieve, evaluate data gathered, submit a report, 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 a variety of special, complex, or one-time reports, summaries, replies to inquiries, charts, and statistics from various sources as requested. • Establish and maintain daily logs, which will be submitted electronically to the Operations and Contracting Officer Representative (COR) by the close of the business day. • Protect the confidentiality of records/logs and mark appropriately when necessary. • Provide access control for a front desk to review visit requests, issue badges, program badges, create badges, and input visits into the visitor management system. • Receive all incoming personnel. • Answer assigned facility phone calls and maintain appropriate call logs. • Determine the 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 necessary information from other offices for periodic or special reports, inquiries, etc. • Execute functions to in-process and out-process individuals IAW established standard operating procedures. • Search, retrieve and update documents in the databases and files 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 primary/front desk of assigned facilities, communications systems, and other devices or building equipment on or near the workspace. • Notify COR immediately if any systems in the assigned area of responsibility malfunction, fail, or need 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 the Academic program name, course length, and the locations within the campus facility. • Provide facility information to visitors, staff, faculty, and emergency response personnel when applicable. • Prepare, maintain, and submit a Serious Incident Report (SIR) for assigned facilities. SIR will be submitted electronically to Operations, Academic Department, Service Component and COR within two (2) hours after identifying the incident. • Ensure doors are locked or unlocked at specific entrances/exits including 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 or higher • Minimum of five (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 communication and presentation skills and are capable of learning and utilizing current and emerging military and commercial technology. • Basic knowledge of computer equipment and the assigned area of system software. • Proficient with Microsoft Office Suite and able to incorporate programs including Excel, PowerPoint, Outlook, Word, and SharePoint. Training Requirements: • DHA/METC initial and annual training requirements, and comply with all DHA/METC policies, procedures, productivity standards, and instructions as provided. • The Government shall provide contractor employees with on-the-job user training for ATRRS, SMART, and other government mandatory training. Supervisory Responsibilities: None Physical Demands: Withstand prolonged periods of standing, ability to sit in meetings for long periods of time; ability to use a personal computer for long periods of time. May occasionally lift and/or move up to 35 pounds. Travel Requirements: Some travel may be required. Personal Protective Equipment: None Work Environment: Most of the time is spent in an office setting. Some time may be spent interacting with employees and government personnel – military and civil servants. General: Employees are expected to adhere to all company policies and to act as role models in adherence to policies. There is an expectation of commitment to Falcona’s values and mission. Other duties are assigned as needed. Metrics: (from Supervisor) Pay: $17.00 - $17.95 per hour Expected hours: 40.0 per week Benefits: • 401(k) matching • Dental insurance • Health insurance • Life insurance • Paid time off • Vision insurance Work Location: In person