Administrative Assistant

snainternational; Dover (DE); On-site; USD 42,000 - 56,000; Full time

Job summary

SNA International is seeking an Administrative Assistant to support the Division of Toxicology in Dover, DE. The role involves handling confidential records, coordinating schedules, and serving as a primary contact for clients seeking information on toxicology cases.

The candidate must possess strong writing skills, be able to work independently, and hold at least a high school diploma (or an associate degree) with experience in health sciences or forensic labs.

Qualifications

• High school diploma or equivalent with 5+ years in health sciences or forensic ops.
• Associate degree with 2+ years in health sciences or forensic ops.
• Must be able to obtain NAC-I background clearance.
• Demonstrated ability to work independently with minimal supervision.
• Excellent writing, grammar, spelling, punctuation, and formatting.
• Advanced knowledge of software applications (Outlook, Word, PowerPoint, Access).
• Familiarity with DoD/military protocols for official correspondence.
• U.S. citizenship required.

Responsibilities

• Provide professional and administrative support for the Division of Toxicology (DFT).
• Serve as primary contact for external clients requesting information and updates on cases.
• Manage calendars, schedule meetings, and coordinate conference room usage.
• Maintain both paper and electronic files, and ensure proper records disposition.
• Audit records and prepare statistics for QA and division leadership.
• Prepare drafts and correspondence with correct format and grammar per AFMES/DFT policies.
• Handle clerical duties: faxing, mailing, photocopying, and shipping as needed.
• Coordinate visits by guests, inspectors, vendors, tours with leadership as required.
• Assist in meeting accreditation requirements and ensure weekly workflow execution.
• Generate documents/reports to support other sections as directed.

Skills

MS Office

Calendar management

Records management

Written communication

Independent work

NAC-I background

Education

High school diploma

Associate degree in health sciences

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.

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.