Administrative Assistant - St. Louis, MO

Fidelity Partners Services; St. Louis (MO); On-site; USD 40,000 - 54,000; Full time

Job summary

Fidelity Partners is seeking an Administrative Assistant for the Office of Military Medicine to support the C-STARS-St. Louis team at Saint Louis University Hospital.

You will manage calendars, coordinate training activities, and handle documents and communications in a military medical readiness environment. The role emphasizes scheduling, records management, and liaison work with Government personnel, hospital staff, and contractors.

Qualifications

• Must have a high school diploma or equivalent; additional college coursework or administrative training is preferred.
• Must have administrative, clerical, office-support, or program-support experience in a professional environment.
• Must be proficient with Microsoft Office applications, email, calendars, data entry, and standard office equipment.
• Must be able to organize competing priorities, maintain accurate records, meet deadlines, and follow established procedures.
• Must communicate professionally and effectively in writing, by telephone, by email, and in person.
• Must protect sensitive, personal, medical, Government, and client information and maintain appropriate confidentiality.
• Experience supporting a healthcare, military, federal, academic, or training environment is preferred but not required.
• Must satisfy all Government/client security, suitability, credentialing, onboarding, and facility-access requirements.

Responsibilities

• Provide administrative and clerical support to C-STARS-St. Louis leadership, instructors, staff, and program personnel.
• Maintain calendars, coordinate appointments, schedule meetings, and help organize training and program activities.
• Prepare, format, proofread, route, copy, scan, and file correspondence, reports, rosters, presentations, and other program documents.
• Monitor shared email, telephone, and office communications; route inquiries and messages to the appropriate personnel.
• Maintain accurate electronic and paper records, trackers, contact lists, schedules, and administrative files.
• Support meeting logistics by preparing agendas and materials, coordinating rooms or virtual links, documenting action items, and distributing follow-up information.
• Assist with trainee and visitor coordination, including schedules, arrival information, access instructions, rosters, and required administrative documentation.
• Support travel, supply, purchasing, shipping, and office-equipment coordination in accordance with applicable procedures and authorization limits.
• Track suspense dates, recurring requirements, deliverables, and administrative actions and provide timely status updates.
• Coordinate professionally with Government personnel, hospital staff, military members, contractors, trainees, and external partners.
• Maintain an orderly office environment and identify administrative, supply, or equipment needs for appropriate action.
• Follow Government, client, hospital, privacy, information-security, safety, and workplace requirements.
• Remain flexible when schedules, work locations, and priorities change based on Government or program needs.

Skills

Administrative experience

Data entry

Calendar management

Written and verbal communication

Organizational skills

Education

High school diploma

Tools

Microsoft Office

Email system

Job description

Administrative Assistant - Office of Military Medicine

St. Louis, MO

Work Location

• Department of the Air Force
• U.S. Air Force School of Aerospace Medicine
• Center for Sustainment of Trauma and Readiness Skills (C-STARS-St. Louis)
• Office of Military Medicine-St. Louis
• Saint Louis University Hospital
• 1201 S. Grand Boulevard
• St. Louis, MO 63104

Citizenship / Access Requirements: Must satisfy all Government and client suitability, credentialing, onboarding, and facility-access requirements applicable to the position.

Security Requirements: Employment is contingent upon successful completion of all security, credentialing, and onboarding documents and processes required by Fidelity Partners and the Government/client.

Number of FTEs: 1.0 FTE

Type of Employment: Full-Time Contractor Position.

Total Compensation: $33.93 per hour

Working Hours: Monday through Friday, 8:00 AM to 5:00 PM, with a 60-minute unpaid lunch, excluding federal holidays. The Government/client ultimately controls the schedule and workplace requirements.

Work Arrangement: Primarily on-site at C-STARS-St. Louis within Saint Louis University Hospital. Telework or remote work may be authorized by the Government/client but is not guaranteed.

Paid Sick Leave: Accrues at one hour for every 30 hours worked, up to 56 hours annually.

Paid Time Off / Vacation: Up to two weeks (80 hours) annually after one year of service; three weeks after eight years; four weeks after 15 years. Tenure on assignment may be honored when applicable.

Paid Federal Holidays: Eleven paid federal holidays annually.

Summary Of Services

The Administrative Assistant will provide day-to-day administrative and program support to the C-STARS-St. Louis team within Saint Louis University Hospital. The position supports scheduling, communications, records, meeting coordination, office operations, and training-program logistics in a collaborative military medical readiness environment.

Mandatory Qualifications

• Must have a high school diploma or equivalent; additional college coursework or administrative training is preferred.
• Must have administrative, clerical, office-support, or program-support experience in a professional environment.
• Must be proficient with Microsoft Office applications, email, calendars, data entry, and standard office equipment.
• Must be able to organize competing priorities, maintain accurate records, meet deadlines, and follow established procedures.
• Must communicate professionally and effectively in writing, by telephone, by email, and in person.
• Must protect sensitive, personal, medical, Government, and client information and maintain appropriate confidentiality.
• Experience supporting a healthcare, military, federal, academic, or training environment is preferred but not required.
• Must satisfy all Government/client security, suitability, credentialing, onboarding, and facility-access requirements.

Duties And Responsibilities

• Provide administrative and clerical support to C-STARS-St. Louis leadership, instructors, staff, and program personnel.
• Maintain calendars, coordinate appointments, schedule meetings, and help organize training and program activities.
• Prepare, format, proofread, route, copy, scan, and file correspondence, reports, rosters, presentations, and other program documents.
• Monitor shared email, telephone, and office communications; route inquiries and messages to the appropriate personnel.
• Maintain accurate electronic and paper records, trackers, contact lists, schedules, and administrative files.
• Support meeting logistics by preparing agendas and materials, coordinating rooms or virtual links, documenting action items, and distributing follow-up information.
• Assist with trainee and visitor coordination, including schedules, arrival information, access instructions, rosters, and required administrative documentation.
• Support travel, supply, purchasing, shipping, and office-equipment coordination in accordance with applicable procedures and authorization limits.
• Track suspense dates, recurring requirements, deliverables, and administrative actions and provide timely status updates.
• Coordinate professionally with Government personnel, hospital staff, military members, contractors, trainees, and external partners.
• Maintain an orderly office environment and identify administrative, supply, or equipment needs for appropriate action.
• Follow Government, client, hospital, privacy, information-security, safety, and workplace requirements.
• Remain flexible when schedules, work locations, and priorities change based on Government or program needs.

Required Candidate Submission Documents

• Current resume.
• Copies of documents supporting relevant education or administrative training, if applicable.
• Any security, credentialing, and onboarding documents requested by Fidelity Partners or the Government/client.

About Us

Fidelity Partners is an Inc. 5000 USA company that provides medical, technical, logistical, and administrative services to the federal government and commercial clients across the country. Fidelity offers competitive salaries and benefits packages.

Fidelity Partners provides equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, or any other status protected in accordance with applicable federal, state, and local laws (EOE).