Administrative Assistant IV – La Jolla, CA
Provide personnel coordination support to the O&M Division. Monitor, track and coordinate visitors, shipments, and samples. Assist in fleet management among other general O&M Division support services.
Specific tasks include:
- Overall support of the administration operation of the organization at an executive level.
- Manages Foreign Nationals visitors/guests and registration, which includes the preparing of the registration (also for Contractors, visitors, volunteers and NOAA employees); the development and implementation of check-in and check-out procedures; correspondence with staff hosting Foreign National visitation (in addition to Contractors, visitors, volunteers and NOAA employees); maintaining detailed spreadsheet and securing that information.
- Performs a variety of duties including but not limited to managing multiple calendars; screening requests for appointments and handling matters within the specific area of responsibility or referring matters and appropriate handling to other organizational officials, arranging appropriate support for meetings, conferences, and other events; coordinating clerical/administrative support required by the office; and reviewing incoming mail, and drafting replies on routine correspondence.
- Independently establishes priorities in cases of conflicting or overlapping schedules and keeps Project Manager informed of scheduled appointments and anticipated events.
- Serves as back-up support to the division. Schedules briefings, prepares briefing notes, and follows up on issues raised.
- Coordinates day-to-day administrative support services such as personnel, database, and operational functions. Tracks media coverage of scientific accomplishments through international, national and local newspapers, broadcast media and electronic media, and trade journals.
- Develops, implements, and maintains an events calendar which identifies required studies, reports, surveys, and plans. Develops, implements, and operates a tracking system for recurring and non-recurring activities and provides status to appropriate personnel which includes the O&M Director.
- Participates in management studies in the administrative field by preparing and providing research in the form of background material, information, special studies conducted, and making recommendations relative to findings and preparing reports and material for presentation. Assembles scientific and educational materials for distribution. Responds to general public inquiries about these and SWFSC in general.
- Ensures that administrative actions are correct, relevant, consistent with regulations, policies, or other requirements for the SWSFC and O&M Division.
- Provides logistical support to the OMD.
- Responsible for the managing of the government log for the fleet of government vehicles.
- Evaluates and provides recommendations for improvement for administrative processes.
- Must possess a Associate’s degree or a minimum of 6 years of relevant experience and training.
- Ability to effectively communicate with diverse groups of people.
- Ability to work independently with projects being completed with a minimum of supervision.
- Ability to manage projects involving many people, tracking, and maintaining a schedule.
- Demonstrated ability of superior communication skills with all levels of staff and affiliates in
- order to interface with contacts, participate in meetings, obtain cooperation and coordination, and plan and execute various administrative functions.
- Prior office management experience that includes advanced knowledge of office policies and procedures.
- Proficiency in use of Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint), Adobe Acrobat and Google (docs, sheets, presentations, forms).
- Ability to determine point of contact for information needed and ensures information is in a form that is useful to the O&M Director, Project Manager and Team Leads.
- Proven skill maintaining an events calendar and independently integrating computer software to generate office products (spreadsheets, reports, documents and forms).
- Must have advanced knowledge of Homeland Security Policy Directive-12 (HSPD-12) and its requirements.
- Ability to learn and use a variety of automated systems to perform administrative tasks such as personnel coordination, visitor tracking systems (Badgepass), shipping systems (FedEx, UPS, etc).
- Skilled in interpreting and translating policies of the SWSFC and/or O&M Division and relays to individuals to assist with day-to-day administrative management problems.
- A valid driver’s license is required for assistance with GOV maintenance tasks.
- Must be able to read and speak fluent English.
- Must be able to pass a Federal background check.
Leading Solutions is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer. We are committed to ensuring a workplace free of discrimination based on race, color, religion, age, disability, genetic information, sex, sexual orientation, gender identity, or national origin, military or veteran status, and any other basis protected by applicable law.
Leading Solutions is a Service-Disabled Veteran-Owned Small Business (SDVOSB) and Woman-Owned Small Business (WOSB) headquartered in Kissimmee, Florida. The Company provides professional, technical, administrative, and healthcare services to Government and commercial clients. Leading Solutions customer- centric foundation ensures that our leadership and employees meet customer challenges and build trusting partnerships that lay the groundwork for success.