Administrative Assistant IV

CICONIX, LLC; Frederick (MD); On-site; USD 55,000 - 58,000; Full time

Job summary

CICONIX LLC is seeking an Administrative Assistant IV to support the Office of Regulated Activities (ORA) in Fort Detrick, MD. The role provides administrative support and serves as expert on office procedures.

Key duties include maintaining ORA calendars and contact lists, coordinating meetings and events, processing documents per Army and DoD guidelines, and handling travel logistics using the Defense Travel System. A US citizenship and security clearance are required.

Qualifications

• 5 years of administrative experience.
• Proficient with Microsoft Word, PowerPoint, Excel, and Outlook.
• U.S. Citizenship with ability to obtain security clearance.
• Willingness to comply with vaccination requirements.

Responsibilities

• Maintain ORA calendars, personnel and emergency contacts in organized spreadsheets.
• Coordinate meetings, trainings, and events including logistics and marketing.
• Prepare and review documents IAW Army regulations and DoD guides.
• Use the Defense Travel System to track ORA travel per Army policy.
• Support Sponsor’s PRB meetings, coordinate schedules and distribute information.

Skills

Administrative experience

Education

TBD

Tools

Microsoft Word

PowerPoint

Excel

Outlook

Job description

Administrative Assistant IV

About CICONIX:

CICONIX LLC is a Veteran Owned Small Business specializing in business advisory and technical assistance for military health programs. We value exceptional people, unwavering integrity, inclusive collaboration, and enduring impact.

Location(s):

Fort Detrick, MD

Position Details:

• Full-time position
• Regular weekly hours (0900-1600)
• No calls, nights, weekends, or holidays!
• Full benefit program, including: health, PTO, & 401k + contribution

Requirements:

• TBD

Summary:

CICONIX is seeking an Administrative Assistant IV to support the Office of Regulated Activities (ORA) in support of the Defense Health Agency Research and Development Medical Research and Development Command (DHA R&D MRDC) team in Fort Detrick, MD. The Administrative Assistant IV would provide administrative support to the ORA and serve as the subject matter expert on administrative related tasks.

About the Role:

• Weekly maintain ORA calendars, personnel contact information, and emergency contact information in organized spreadsheets weekly.
• Assist with setting up booth materials, lunch and learns, trainings, and events for internal and external conventions including logistics and marketing.
• Prepare and review documents IAW Army regulations, DoD Correspondence Guide and ORA policies and procedures.
• Use the Defense Travel System to assist with and track ORA personnel travel according to Army policy in organized spreadsheets.
• Provide administrative support for the Sponsor’s Protocol Review Board (PRB) to include but not limited to receiving protocol packages, scheduling meetings, coordinating schedules, communicating with PRB members and other ORA personnel, and using the EDMS A.
• Alternate mail pick up POC.
• Update applicable Organizational Charts/Rosters and Contact Lists.
• Participate in administrative meetings, prepare and/or disseminate associated information and guidance to personnel, and render assistance in the interpretation, implementation, and operation of administrative processes.
• Coordinate and schedule ORA meetings, seminars, trainings, ceremonies, Microsoft Teams (or the equivalent), etc., prepare and/or disseminate the associated information when requested, alert staff to impending meetings and appointments, and be able to de-conflict meetings and other events.
• Manage and Maintain ORA’s on-site accountability roster during building evacuations.
• Act as the liaison with other branches and divisions to assure coordination and commonality of effort in specific program areas and maintain an informal administrative communication network.
• Perform a variety of other administrative support services, to include but not limited to controlling visitor access; answering telephones; filing, faxing and copying documents, creating business cards, and receiving office supplies and equipment, and maintenance of records IAW Army and ORA policy.
• Provide support including but not limited to office supply purchases, conferences, processes, and procedures.

Qualifications:

• Education:
  • TBD
• Licensure & Certifications (Current & Unrestricted):
  • TBD
• Experience:
  • 5 years of administrative experience.
  • Proficient use of Microsoft Word, PowerPoint, Excel, and Outlook.
• Security & Background Check:
  • U.S. Citizenship and a successful background investigation are required.
  • Ability to obtain and maintain a government security clearance.
• Additional Requirements:
  • Willingness to comply with the government vaccination requirements.

Compensation:

$55k - $58k

CICONIX LLC is an Equal Opportunity Employer, including disability/vets. We E-Verify all employees.

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