Administrative Assistant

Job Description

Job Description

Samyak Solutions Inc. (SSI) is seeking an experienced Administrative Assistant III to provide senior-level administrative and operational support to the CDC's Division of Regulatory Science and Compliance (DRSC). The selected candidate will support day-to-day division operations, coordinate logistics, manage personnel action packages, and interface with federal staff in a professional, non-personal services capacity.

(Job Responsibilities)

 

1. The Administrative Assistant shall provide programmatic, support services in managing and implementation of public health activities that support regulatory science and compliance projects and activities. Administrative Assistant shall provide administrative and programmatic support services across DRSC. The Administrative Assistant shall perform various levels of the following tasks, including any relevant task assigned by CDC technical POC. 

2. Ensure proper handling of sensitive and confidential situations and keep within senior leadership’s purview. Maintain and control departmental documents containing confidential information exercising sound judgment in safeguarding data and access to data. Responsible for handling sensitive information. 

3. Performs data entry of information found on required DRSC forms. Analyze the quality of data and provide/present data for use in draft/final reports and presentations (e.g., use provided data to conduct analyses, draw comparisons, discover new applications, and make recommendations). Analyze data and compile into Excel spreadsheets, reports, or other tracking/reporting formats – MS-Office. 

4. Assist in the coordination and scheduling of inspections and special projects (prepare materials, develop project planning documents and presentations). Coordinates inspections and special projects by developing project plans and schedules. 

5. Support general administrative, phone attendant by triaging incoming internal/external telephone calls for the main extensions for the division. 

6. Manage the calendar of the assigned senior staff member by scheduling, responding to meeting invites and inquiries, noting dates and times of important events and rescheduling meeting as needed. 

7. Serve as alternate property custodian and assist with annual inventory of division property (e.g., record inventory, monitor and record changes as they occur, file records, make supplies available, and keep division equipment operational) including ensuring staff have personal protective equipment (PPE) to perform inspections on behalf of program. 

8. Prepare and submit requests for small purchases, credit card purchases, facility work orders, and key requests in applicable systems and comply with standard operating procedures. 

9. Support in-processing and out-processing of staff and process all actions related to the in-processing and out-processing of staff. 

10. Monitor requests submitted via the functional mailboxes, tasks assigned, or system actions. Categorize actions/tickets, flag actions/tickets, create or log actions/tickets. Maintain knowledge base, add notes about actions/tickets and resolution. Review and monitor work from receipt of request, process flow through completion. Follow-up with clients (acknowledge request, provide status updates), and communicate action/ticket progress/completion to the requestor as needed. 

11. Process requests for mobile devices including staff that have hotspots to perform their assigned duties. 

12. Enter pertinent information (Budget data and funding documents, Credit Card Purchases, Purchase Requisitions, Property, Travel, Training, etc.) into various automated tracking systems and assists the FATA with reviewing travel orders for compliance with CDC policies and Federal Travel Regulations. Maintain and track program-specific data to track items such as project milestones, progress reports, funding and expenditure data, etc. in databases and shared drive. Track the production of reports and outgoing correspondence to ensure suspense dates/times are met, including coordinating the efforts of various staff members. 

13. Organize files, including administrative data and correspondence files, developed and maintained electronically in the designated subject location. 

14. Draft responses, correspondence, narrative reports, and other program related materials to address a multitude of inquiries in a MS-Word document, Adobe PDF, or via email. Support the development of materials (e.g., tutorials, presentations, job aids, webinar materials, etc.) Assist with the preparation and editing of correspondence, policies, procedures, and other documents. 

15. Assist in the coordination and scheduling of special projects (prepare materials, develop project planning documents and presentations). 

16. Recommend ways to improve effectiveness of program operations and other functions (e.g., ways that would ensure all steps/documents are included in a process provide in the monthly reports or monthly meetings) 

17. Assist with logistics, scheduling, and maintenance of workshops, meetings, and training events including completion of required paperwork, paying for events, reserving space, management of meeting (e.g., Zoom management), materials (e.g., abstracts and informational documents), and CAMS submissions and monitoring. 18. Document and distribute meeting minutes, compile reports, and provide ad-hoc programmatic support to to DRSC staff. 

19. Participate in other special projects as needed.