Office Assistant III

Overview

Goldbelt Apex, a part of the Healthcare Technology Transformation Group, is a data-focused company dedicated to process and quality in every aspect. As experts in healthcare IT experts, Apex is committed to building systems for healthcare organizations to seamlessly communicate and exchange data across different systems and devices.

Summary:

Goldbelt Apex is seeking a full time Office Assistant III to support the Divisions/Branches within the National Center for Chronic Disease Prevention and Health Promotion (NCCDPHP). The primary objective is to obtain day-to-day administrative/operational support and coordination services that provides a reliable degree of high-quality support to meet the business requirements that will enable CDC staff to focus efforts on reducing chronic diseases.

Essential Job Functions:

• Support the Contract Program Manager by identifying risks, escalating issues requiring management attention, and recommending corrective actions to ensure successful contract performance.
• Provide guidance, mentorship, and day-to-day direction to team members to promote consistent performance, adherence to established procedures, and high-quality customer service.
• Function as the point of contact for the day-to-day operational services
• Operational services include ordering and distributing supplies managing mail, maintaining office equipment, and handling the administrative support services that will enable the office to function
• Provide meeting support and logistics for a variety of impromptu, recurring, one-time meetings hosted by structure units and staff
• Use annual planning documents, add events to the calendar, schedule meetings via Outlook and tools like Doodle, reserve conference rooms, and liaise with planners for logistics and publicity
• Set up and manage virtual platforms (Zoom, MS Teams, Adobe Connect), handle AV needs, and coordinate with CDC technical support to resolve any issues
• Draft agendas, assist with room setup, manage timekeeping, distribute handouts, and support speaker/presenter needs (including travel and materials)
• Prepare and finalize meeting materials (e.g., agendas, bios, name tags), deliver or ship materials to meeting sites, and take/distribute meeting notes and action items
• Follow up to assure that all maintenance requests have been completed by the CDC Facilities Team as specify on initial submitted requests
• Secure reservations, flights, rental cars, etc., and enter domestic and international travel orders in CDC's CONCUR travel system
• Serve as one of the floor monitors to help keep staff safe and accounted for during emergencies
• Operational service includes distributing supplies, managing mail, maintaining workroom and office equipment
• Collect and manage supporting leave documentation from EASI (electronic or hard copy) and maintain organized SharePoint folders
• Oversee all domestic and international travel, including initiating travel orders, collecting necessary documents, and processing travel reimbursements
• Demonstrate proficiency in CDC systems EASI, and SharePoint, ensuring accurate data entry and routing of travel and leave forms
• Submit travel requests through the HHS/CDC travel management system, addressing unexpected travel issues that may arise, triaging travel requests in a manner that ensures routine travel requests are approved at least two days prior to the staff member's travel
• Triage travel requests in a manner that ensures short notice travel requests (i.e., notification of less than 3 business days) are immediately processed, tracked through to approval, and the traveler is kept informed of approval status
• Develop a travel packet for each traveler to include items listed on the approved checklist
• Provide monthly report, by branch/unit, using agreed upon template that summarizes travel requests still outstanding, and potential issues with travel requests, travel vouchers still outstanding, and a comparison of travel cost incurred against travel projections and travel budget

Necessary Skills and Knowledge:

• Strong analytical and organizational skills
• Excellent project management experience required
• Must be tech savvy, strong computer skills
• Strong written and verbal communication skills
• Creative, innovative, and strategic thinking skills
• Strong organizational, administrative, record keeping & time management skills

Minimum Qualifications:

• Minimum of 7 years' related experience required
• Minimum of two (2) years of experience serving in a team lead, lead administrative, or project coordination role with responsibility for coordinating workloads, providing guidance to staff, and ensuring timely completion of assigned tasks.
• Experience supporting high level executives in Federal Agency
• Non-remote position; must be able to report to campus daily
• Experience using SharePoint
• Experience in-processing/onboarding employes

Preferred Qualifications:

• Bachelor's Degree
• Previous CDC experience
• Experience using SharePoint

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.