Administrative Assistant (REMOTE)

Administrative Assistant

Kadiak, LLC, a Koniag Government Services company, is seeking an Administrative Assistant to support Kadiak and our government customer. The position is remote. This position requires the candidate to be able to obtain a Public Trust.

We offer competitive compensation and an extraordinary benefits package including health, dental and vision insurance, 401K with company matching, flexible spending accounts, paid holidays, three weeks paid time off, and more.

Kadiak LLC, a Koniag Government Services company, is seeking an experienced, motivated Administrative Assistant to support the Indian Health Service (IHS) Electronic Health Record (EHR) Program Management Office (PMO). The ideal candidate is a detail-oriented, organized professional who thrives in a fast-paced environment and is committed to providing exceptional administrative support to a dynamic government program team. The Administrative Assistant will work closely with Program and Project Managers, contractors, and government stakeholders to ensure the seamless coordination of program activities, documentation, communications, and the onboarding and offboarding process of consultants for the project.

The Administrative Assistant for the IHS EHR PMO will serve as a key organizational and operational resource within the Program Management Office, providing comprehensive administrative support to program leadership and project teams, and leading the onboarding process for new consultants. This individual must function efficiently and effectively in a fast-paced professional environment, demonstrating strong initiative, sound judgment, and the ability to manage multiple tasks and priorities with competing deadlines independently. The ideal candidate is a collaborative team player who handles sensitive information with discretion and professionalism. This position is 100% remote.

Principal responsibilities will include, but are not limited to:

Communication and Coordination:

• Provide administrative support for the Contract Officer Representative (COR)
• Maintain open and proactive communication with Federal Leads, Program and Project Managers to ensure timely flow of information across the PMO
• Monitor communication platforms (e.g., MS Teams, email) and respond promptly to inquiries from internal team members, contractors, and government stakeholders
• Answer incoming calls and correspondence in a professional manner, forwarding or resolving as appropriate.
• Liaise between contractors, IHS contacts, and internal teams to facilitate smooth day-to-day program operations

Onboarding and Offboarding:

• Lead onboarding processes for new team members and contractors, ensuring completeness and compliance with all required documents
• Coordinate with contractors, IHS contacts, and internal teams to facilitate onboarding and offboarding tasks efficiently
• Update onboarding trackers and standard operating procedures (SOPs) as processes evolve

Documentation and Reporting:

• Create standard operating procedures (SOPs) for common processes within the project
• Update and maintain various program trackers, including staff onboarding, staffing plans, contact lists, and other program-related records
• Maintain, organize, and archive required training certificates, compliance documentation, and program records
• Review incoming documents and take appropriate action or distribution, tracking the status of memoranda, correspondence, and taskers
• Inform personnel of overdue items, upcoming deadlines, and proper procedures for processing documentation
• Prepare briefing materials, compile reports, and review drafts and finished documents for appropriate spelling, grammatical usage, and formatting

Compliance and Records Maintenance:

• Monitor PIV certificate expiration dates and guide team members through renewal processes to ensure continued system access and compliance
• Ensure team members remain in compliance with mandatory training requirements and maintain accurate and up-to-date training records
• Maintain constant awareness of internal security policies and procedures, adhering to data handling and confidentiality requirements

General Administrative Support:

• Perform general office functions such as setting up and maintaining files, receiving and sorting correspondence, and managing office supplies and equipment as needed
• Provide support to other projects or tasks as required by program leadership
• Assist with the preparation and distribution of program-wide communications, announcements, and informational materials

Education and Experience:

• Bachelor's degree preferred in business administration, human resources, or related areas
• Minimum of one (1) year of experience supporting program or project management teams or supporting management
• Demonstrated experience utilizing Microsoft Office Suite, including MS Word, MS Excel, MS PowerPoint, and MS Outlook
• Experience working with collaboration and communication tools such as MS Teams and SharePoint.

Required Skills and Competencies:

• Strong organizational and time management skills, with the ability to manage multiple tasks and competing priorities simultaneously
• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with team members, contractors, and government stakeholders at all organizational levels
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as MS Teams and SharePoint
• Detail-oriented with a high level of accuracy in maintaining documentation, trackers, and records.
• Demonstrated ability to handle sensitive and confidential information with discretion, tact, and professionalism
• Strong interpersonal skills and the ability to collaborate effectively with a broad range of individuals and teams
• Ability to work independently with minimal supervision, exercising sound judgment and initiative in completing assignments
• Demonstrated ability to prioritize and organize simultaneous workflow duties and follow through on tasks to successful completion, often under deadline pressure
• Familiarity with document management best practices, including organizing, filing, archiving, and distributing program documentation

Security Requirement:

• Ability to obtain Public Trust Clearance

Desired Skills and Competencies:

• Experience working in a federal government IT or healthcare IT program environment
• Familiarity with Indian Health Service (IHS) operations, programs, or electronic health record systems
• Experience with program management and administrative support, including staffing plans, PAF processing, and subcontractor coordination
• Knowledge of PIV card management processes and federal compliance requirements
• Experience supporting onboarding and offboarding processes in a government contracting environment
• Familiarity with financial reporting processes and budget tracking in a program management context
• Experience with travel coordination and management tools such as E2 Solutions or similar government travel systems
• Experience maintaining and updating Standard Operating Procedures (SOPs)
• Ability to anticipate the needs of program leadership and proactively address administrative requirements before they are requested

Our Equal Employment Opportunity Policy

The company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race, color, religion, creed, ethnicity, sex, sexual orientation, gender or gender identity (except where gender is a bona fide occupational qualification), national origin or ancestry, age, disability, citizenship, military/veteran status, marital status, genetic information or any other characteristic protected by applicable federal, state, or local law. We are committed to equal employment opportunity in all decisions related to employment, promotion, wages, benefits, and all other privileges, terms, and conditions of employment.

The company is dedicated to seeking all qualified applicants. If you require an accommodation to navigate or apply for a position on our website, please contact Heaven Wood via email at View email address on click.appcast.io or by calling View phone number on click.appcast.io to request accommodations.