ADMINISTRATIVE ASSISTANT 4

Administrative Assistant 4

Location: Newport News, Virginia, United States

Salary Range: $59,000.00 to $74,000.00

The Role

Performs normal office functions such as setting up and maintaining files; interviewing callers and making proper referrals; arranging meetings and conferences; and receiving, referring, or answering mail. Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures. Gathers, compiles and reports on information relevant to supervisors assignment. May take and transcribe dictation. This position is for the Director Administrative Assistant of the Nuclear Propulsion Test Engineering Department. Coordinates critical administrative operations, including visitor access, employee badging, travel accounting, IT and facility requests, clinic scheduling, workflow processes, calendar management, events and employee recognition programs.

Must Have High School/GED and 6 years of additional education and/or experience. A successful candidate must be able to possess or quickly obtain the training, qualification and/or experience with computer skills, administrative skills, or customer service skills required to execute the job efficiently such as:

• Scheduling and Coordinating Visitor Protocols (badging, parking, pick-up plans, etc.)
• Managing Department Workflow Management includes maintaining employee reporting relationships and organizational hierarchy to ensure clear supervisory accountability.
• Generate and/or process Information Technology (IT) Requests including but not limited to requests for computers, cell phones, and specific access needs.
• Prepare and submit travel accounting documents as required for departmental travel (e.g., Pre-Trips/Travel Authorizations, Approvals, Booking and Expense Reports). Ability to use electronic systems to manage travel such as ADTRAV and REZDESK.
• Invoice Processing – Process Director
• Rewards and Recognition Coordination and Tracking – TAP / Long Service Awards / Engagement in Action – QTRLY EIA / Qualification Certificates
• Providing food for working lunches
• Payroll Adjustment Forms Processing
• Security Clearance Form Processing
• Facility Service Requests
• Small event/staff meeting planning and minutes
• Organization of Directorate Strategic Documents and Communications
• Adept in Microsoft Applications (Outlook/scheduling, Excel, PowerPoint, Visio (e.g., for organizational charts) and SharePoint
• Drive In tag Requests
• Ability to plan meetings and document meeting minutes/actions
• Scheduling / Microsoft Office
• Clinic notices and communications
• Badging Support (DBIDS, Red Badge, etc.)

Nice to Have

It would be preferable if a candidate possesses knowledge and experience with the following NNS systems and protocols:

• NNS Visitor Management System (VMS) System including forms (NN 9327)
• NNS Workflow Management System (MyHR)
• NNS Information Technology (IT) Request Systems - Computer User Access System (CUAS) and SMAX
• NNS Travel Accounting Systems ADTRAV and REZDESK.
• NNS Invoice Processing System – Process Director
• NNS Facility Service Requests (FSRs)
• NNS Drive-In tag Requests (NN 9297)
• Obtaining Access Badges to SY or Naval Station locations (DBIDS, Red Badge, etc.)

Why HII

We build the world's most powerful, survivable naval ships and defense technology solutions that safeguard our seas, sky, land, space and cyber. HII's diverse workforce includes skilled tradespeople; artificial intelligence, machine learning (AI/ML) experts; engineers; technologists; scientists; logistics experts; and business administration professionals. Recognized as one of America's top large company employers, we are a values and ethics driven organization that puts people's safety and well-being first. Regardless of your role or where you serve, at HII, you'll find a supportive and welcoming environment, competitive benefits, and valuable educational and training programs for continual career growth at every stage of your career. Working at HII is more than a job - it's an opportunity to build a future.

We offer comprehensive benefits including: medical, prescription drug, dental and vision plan choices, on-site health centers, tele-medicine, wellness resources, employee assistance programs, savings plan options (401K), financial education and planning tools, life insurance, tuition reimbursement, employee discounts, early childhood and post-secondary education scholarships, and more. Some benefits may vary depending on your specific division or work location. Together we are working to ensure a future where everyone can be free and thrive. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, physical or mental disability, age, or veteran status or any other basis protected by federal, state, or local law. U.S. Citizenship may be required for certain positions.

Do You Need Assistance?

If you need a reasonable accommodation for any part of the employment process, please send an e-mail to View email address on click.appcast.io and let us know the nature of your request and your contact information. Reasonable accommodations are considered on a case-by-case basis. Additionally, you may also call View phone number on click.appcast.io for assistance. Press #2 for Newport News Shipbuilding.