Administrative Assistant

SNA International; Dover (DE); On-site; USD 42,000 - 54,000; Full time

Job summary

SNA International seeks an Administrative Assistant to support the Division of Toxicology (DFT) in Dover, DE. This on-site role focuses on professional administration, client communications, and records management within a regulated environment.

The successful candidate will coordinate meetings, manage the division calendar, process documentation, and assist with accreditation efforts while handling sensitive information in compliance with procedures.

Qualifications

• High school diploma or associate degree with health sciences experience.
• Must pass NAC-I background check.
• Ability to work independently on multiple tasks.
• Knowledge of medical/technical terms.

Responsibilities

• Serve as primary contact for outside clients regarding toxicology cases and information requests.
• Manage the calendar and schedule division meetings and conferences.
• Maintain paper and electronic files per regulatory guidance.
• Prepare drafts and correspondence for civilian and military scientists.
• Scan case reports and upload to centralized database; ensure privacy before mailing.
• Coordinate visits with senior staff and external parties as needed.
• Assist in accreditation-related tasks and inspections.
• Support other sections as needed by supervisor.

Skills

Writing skills

Independent work

Communication

Medical terminology

Education

High school diploma

Associate degree

Tools

Outlook

Word

PowerPoint

Access

Job description

SNA International, a world leader in forensics, biometrics, and identity intelligence, is currently looking for a bright and collaborative Administrative Assistant to assist the Division of Toxicology (DFT). SNA International’s team works together in pursuit of the same cause: to build a safe and just world by empowering organizations in the use of forensics, biometrics, and identity intelligence.

SNA International, a world leader in forensics, biometrics, and identity intelligence, is currently looking for a bright and collaborative Administrative Assistant to assist the Division of Toxicology (DFT). SNA International’s team works together in pursuit of the same cause: to build a safe and just world by empowering organizations in the use of forensics, biometrics, and identity intelligence. Qualified candidate will support the Division of Toxicology (DFT) and provide the professional and administrative support necessary to successfully carry out multiple daily operations related to the overall function of the division and Armed Forces Medical Examiner's System.

• This is a 100% onsite position located in Dover, DE

Critical Work Responsibilities

• Provide professional and administrative support necessary to successfully carry out multiple daily operations related to the overall effective functioning of the division to include serving as the primary point of contact for outside clients seeking information from the DFT, to include but not limited to, status updates on pending/finalized toxicology cases, litigation requests, legal consultations, and general requests for information. Receives and screens calls/visitors to the office.
• Ensure sensitive documents are handled in compliance with established administrative procedures and controls as the mission dictates.
• Manage the calendar for division meetings and maintains a schedule; provides scheduling of various meetings and conference room schedules for functions occurring in DFT. Arranges meetings and conferences including space, time, staff, agenda background material and deconflicts scheduled meetings as necessary.
• Perform primary records coordination for the Division and guidance on clerical, administrative, personal electronic record keeping policies and procedures in accordance with governing regulatory guidance; provide briefings, updates, training and assist members as needed.
• Establish and maintains both paper and electronic files of correspondence and reports; revises and disposes files in accordance with governing regulatory guidance; maintains ready reference files of frequently consulted regulations, policies, rosters, directives, and other material; and establishes and maintains lists and registers by various categories of persons or organizations frequently contacted. Manages the Electronic File Station for the Division.
• Perform audits on records compliance, prepares statistics, and reports findings to the Quality Assurance manager and/or division executive staff.
• Prepare final drafts and correspondence, documents and final reports from post-mortem, human performance, investigative and post-accident testing for signature of both civilian and military certifying scientists ensuring proper format, mathematical correctness, correct grammar, punctuation, and spelling that is conformance with DFT and AFMES policies.
• Perform miscellaneous clerical and administrative duties to include: faxing, sending or shipping correspondence, documents, or packages as required; makes photocopies of documents as required; distributing paperwork; delivering mail, or having delivery of memoranda, correspondence, packages; tracking records and paperwork.
• Scan signed case reports and input additional data to upload into the centralized database and ensures reports mailed via the postal system are properly packaged for privacy before release.
• Work with administrative staff from other offices to coordinate required changes in case reports and all corrective actions are properly documented as required.
• Conduct advance coordination and approval of visits by guests, inspectors, vendors, tours, etc., with the senior enlisted advisor, Public Affairs Office and laboratory manager(s).
• Assist in meeting requirements necessary for achieving or maintaining accreditations by outside inspection.
• Self-direct work flow to ensure that all duties are being carried out weekly.
• Generate documents and reports and assist other sections as deemed necessary by supervisor.

Minimum Requirements

• High school diploma with a minimum of five years work experience in the health sciences and/or experience in medical laboratory or forensic laboratory operations; or an associate degree with two years of work experience in the health sciences or forensic laboratory operations.
• Must be able to successfully complete a National Agency Check with Inquiries (NAC-I).
• Ability to work independently on multiple tasks with minimal supervision.
• Have advanced skills in writing, grammar, spelling, punctuation, and required formats; knowledge of medical and technical scientific terms
• Have advanced knowledge in operating software applications, e.g. electronic mail, Outlook, Word, Power Point, Access and other software packages.
• Have skill in electronic typewriter and/or word processor and related equipment such as printers/modems.
• Possess personality traits and professionalism necessary to maintain team cohesion and to set a good working example.
• Have knowledge of military protocols and format for the DoD and all service branches when preparing correspondence.
• Candidates must be US citizens and must be able to successfully complete a National Agency Check with Inquiries (NAC-I) Background Check.

SNA International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.