Administrative Assistant IV (Travel) – La Jolla, CA
Provide travel support and foreign national support services as well as general O&M Division support.
Specific tasks include:
- Manages travel correspondence, responding to domestic and foreign travel inquiries on trip-processing status, corresponding with staff and the NOAA Travel Office on renewing passports and the completion of required foreign travel briefing and high threat security overseas seminar training certificates.
- Ensures that all travel information is available and accessible to the SWFSC Director as well as the OMD Director.
- Maintains travel logs and other travel tracking-related spreadsheets on a daily or as-needed basis.
- Provides staff with reference and research services that may include travel coordination, special assignments, and follow-up on documenting budget.
- Prepares annual domestic and foreign travel log for Center Divisions.
- Makes airline, hotel and car reservations for travel.
- Prepares travel authorizations; Prepares travel vouchers; Prepares reclaims; Prepares local travel requests; Tracks gift and bequest travel; and tracks Center official passports.
- Assists in assembling passport, visa and other travel renewal or submission requirements.
- Works with O&M travel specialist to coordinate foreign travel, including obtaining foreign visas, passports, Counter Threat Awareness Training – Foreign Affairs Counter Threat Training (CTAT-FACT) and country clearances;
- Provides administrative back-up in support of O&M Division administrative personnel.
- Provides internal logistics support, such as maintaining the building seat assignment spreadsheet and map of all staff, creating office signage, and processing requests for signage.
- Intake of general public inquiries about scientific projects and route to appropriate SWFSC staff, and inquiries about the SWFSC in general.
- Works closely with Acquisition Management to procure all SWFSC administrative supplies and maintaining the mailroom with a high level of organization.
- Ensures that administrative actions are correct, relevant, and consistent with regulations, policies, or other requirements for the SWSFC and O&M Division.
- Performs a variety of duties associated with administering automated data processing/office automation vital to the efficient operation of the organization. Areas of responsibility include handling specific databases of information (e.g., E2 Travel System, Department of State Electronic Country Clearance (DOS ECC) System, Foreign National database) and operational functions such as planning, scheduling, maintaining other computer databases.
- Assists in ensuring Office Safety Action Plan and Emergency Plan requirements are in place.
- Assists Facility Manager and Safety and Environmental Compliance Officer (SECO) team in general facility, safety and environmental requests and data calls.
- 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.
- Work requires both taking direction from senior communications and the ability to exercise independence and judgment.
- Prior office management experience that includes an advanced knowledge of office policies and procedures, as well as strong written and verbal communication skills.
- Experience assessing, anticipating, and responding to the needs of executive-level staff.
- Experience with large and complex filing systems, research procedures, database entry, and the ability to compile large documents-all while demonstrating exceptional organizational skills.
- Proficiency in use of Microsoft Office Suite (Word, Excel, PowerPoint, SharePoint), Adobe Acrobat, and Google (docs, sheets, presentations, forms).
- Experience maintaining and monitoring a large number of different projects at any given time.
- Advanced knowledge of spreadsheets and databases as they relate to alpha, rather than numerical, data.
- 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 travel arrangements, Dept of State eCC (electronic Country Clearance System), personnel coordination, shipping systems, 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 and, as appropriate, recommend solutions for a Center-wide impact.
- At least 5 years of experience handling travel authorizations, vouchers, and other travel-related tasks for a federal agency, including assisting with travel arrangements and managing travel logs and administrative records for multiple staff members.
- At least 5 years of experience managing visitor and/or shipping logs.
- 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.