Administrative Assistant

Job ID: req2872
Employee Type: nonexempt full-time
Division: Vaccine Clinical Materials Program
Facility: Frederick: G-WAY
Location: 7116 Geoffrey Way, Frederick, MD 21704 USA

The Frederick National Laboratory is a Federally Funded Research and Development Center (FFRDC) sponsored by the National Cancer Institute (NCI) and operated by Leidos Biomedical Research, Inc. The lab addresses some of the most urgent and intractable problems in the biomedical sciences in cancer and AIDS, drug development and first-in-human clinical trials, applications of nanotechnology in medicine, and rapid response to emerging threats of infectious diseases.

Accountability, Compassion, Collaboration, Dedication, Integrity and Versatility; it's the FNL way.

PROGRAM DESCRIPTION

The Vaccine Clinical Materials Program (VCMP), part of Leidos Biomedical Research at the Frederick National Lab, supports the National Institute of Allergy and Infectious Diseases (NIAID) Vaccine Research Center (VRC). Its' mission is to advance preclinical and clinical research, product development, and manufacture of novel clinical-stage vaccines and biologics to address current and/or emerging infectious diseases of global significance (e.g., HIV-AIDS, Influenza, Ebola, Malaria, Novel Coronavirus, Tuberculosis). The VCMP is responsible for the operation of a Frederick MD -based pilot plant facility and is actively engaged in cGMP manufacture, testing, release, and supply of Phase I /II clinical products for investigational use in the US and globally.

KEY ROLES/RESPONSIBILITIES
This is a remote position with the requirement to work onsite one to two times per month to perform job functions.

• Perform a wide variety of administrative tasks, both routine and non-routine, including special projects.
  
• Exercise mature judgement and make independent decisions in accordance with established policies, rules, and procedures.
  
• Use critical skills including confidentiality and discretion, dependability, professional communication, professional collaboration, and responsibility for some onsite based activities.
  
• Interact and communicate with staff and leadership of all levels, as well as external stakeholders.
  
• Assist with cost management and budget tracking (data entry, maintenance, and reconciliation of complete, accurate budget worksheets; and timely budget reports for use in client meetings).
  
• Enter data into corresponding fields in various software programs accurately and completely; compare data entered to source documentation for accuracy and completeness.
  
• Provide staffing support through the recruitment process, from interview scheduling to new hire onboarding; coordinate and lead internal new hire orientation.
• Coordinate and manage special projects and programs (employee recognition, employee suggestions, etc.).
• Serve as Directorate Training Administrator to track and ensure staff have completed all mandatory employee training requirements.
• Manage contacts, calendars, and appointments; schedule and coordinate onsite and virtual meetings; manage discretionary fund budget and expense reimbursement; prepare correspondence; produce reports; and create presentation materials for the Directorate Head of the VCMP and Director of QA.
• Process staff discretionary reimbursements and mileage expense reports accurately and timely.
• Assist in coordination of audit activities to include but not limited to scheduling conference rooms, catering (if applicable), IT support and other essential services as needed, sending meeting invitations, and communicating all essential details to participants.
• Assist in planning facility events, meetings, luncheons, and employee team-building activities to include coordinating with the IT and facilities departments as needed and scheduling location assignments.
• Prepare and maintain a schedule of facility tours and ensure appropriate staff are notified.
• Maintain office supply inventory by checking stock to determine inventory level, anticipating supply needs, placing and expediting supply orders, and verifying receipt of supplies.
  
• Act as backup for other administrative department staff members.
  
• Analyze and identify problems; independently resolve discrepancies with the ability to recommend solutions; effectively participate in the administrative needs of the department.
  

BASIC QUALIFICATIONS

To be considered for this position, you must minimally meet the knowledge, skills, and abilities listed below:

• Possession of a high school diploma or equivalent.
  
• A minimum five (5) years of Administrative Assistant experience.
  
• Intermediate knowledge and experience with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams), as well as Adobe Acrobat.
  
• Ability to read and comprehend instructions, brief correspondences, and memos; write correspondence; and effectively present information in a one-on-one and small group settings.
• Ability to gather and summarize data, prepare reports, and arrange meetings.
  
• Ability to handle information of a confidential nature and ensure that such information is secured and maintained in an appropriate manner.
  
• Ability to obtain and maintain a security clearance.
  

PREFERRED QUALIFICATIONS

Candidates with these desired skills will be given preferential consideration:

• Eight (8) or more years of experience as an Administrative Assistant or Executive Assistant supporting senior management positions.
  
• Experience with Cognos, Costpoint and Corcentric Invoicing System.
• Intermediate knowledge and experience with Visio and SharePoint
  
• Strong attention to detail and commitment to a high level of accuracy.
  
• Excellent communication skills (written and oral).
  
• Advanced proficiency in formatting, proofreading, and editing correspondence and other documents.
  
• Ability to proactively manage projects and a willingness to pitch in as needed.
  
• Ability to act with competing and changing priorities to meet business requirements and deadlines.
• Ability to interpret the intent of available guidelines and use considerable judgment in applying them to individual situations and solving them.
• Ability to be resourceful and willing to learn.
• Ability to understand the impact of their work and adapt to change effectively.
• Ability to work independently with minimal supervision, as well as in a team-based, highly collaborative environment.
• Ability to practice independent judgment when making decisions that directly impact the business or relationship with the customer.
• Ability to interact effectively and professionally with staff and leadership of all levels, as well as external stakeholders.

Equal Opportunity Employer (EOE) | Minority/Female/Disabled/Veteran (M/F/D/V) | Drug Free Workplace (DFW)

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