Administrative Assistant

Responsibilities for this Position

Location:

USA MD Fort Detrick

Full Part/Time:
Full time

Job Req: RQ223478

Type of

Requisition :

Regular

Clearance Level Must Currently Possess:

None

Clearance Level Must Be Able to Obtain:

None

Public Trust/Other

Required:

NACI (T1)

Job Family:

Program Delivery and Execution

Job Qualifications:

Skills:

Microsoft Office, Office Administration, Recordkeeping

Certifications:

None

Experience:

2 + years of related experience

US Citizenship

Required:

Yes

Job Description:

The Office of Regulated Activities (ORA) is a multidisciplinary team of regulatory affairs, compliance, and clinical support professionals dedicated to supporting the USAMRDC mission of developing Food and Drug Administration regulated medical products for the Warfighter. The ORA provides full-service, oversight, and consultation for regulatory, clinical, non-clinical, manufacturing, data management, biostatistics, product technical, safety monitoring, and medical and regulatory writing support for FDA-regulated drug, biologic, medical device, and combination products.

The Administrative Support Specialist will provide comprehensive administrative and operational support to the Office of Regulated Activities (ORA) at Fort Detrick. The Contractor will serve as the subject matter expert for administrative processes and support ORA leadership, staff, and associated boards by ensuring timely, accurate, and efficient execution of administrative tasks in accordance with Army and DoD policies.

The position is located in Frederick, Maryland. It is a hybrid role, and you would be required to be on-site 2 days/week.

Primary Responsibilities

* Maintain ORA calendars, personnel contact information, and emergency contact information in organized spreadsheets on a weekly basis.

* Assist with planning, coordinating, and executing ORA participation in internal and external events, including booth setup, lunch-and-learns, trainings, and conventions, including logistics and marketing support.

* Prepare, review, and format documents in accordance with Army regulations, the DoD Correspondence Guide, and ORA policies and procedures.

* Utilize the Defense Travel System (DTS) to assist with and track ORA personnel travel, ensuring compliance with Army travel policies and maintaining organized travel spreadsheets (Deliverable
3).

* Provide administrative support to the Sponsor's Protocol Review Board (PRB), including receiving protocol packages, scheduling meetings, coordinating availability, communicating with PRB members and ORA personnel, and updating information in the EDMS (Deliverable
4).

* Serve as an alternate point of contact for mail pickup and distribution.

* Update and maintain Organizational Charts, Rosters, and Contact Lists.

* Participate in administrative meetings, prepare and disseminate associated information, and assist with interpreting and implementing administrative processes.

* Coordinate and schedule ORA meetings, seminars, trainings, ceremonies, and virtual events (e.g., Microsoft Teams), provide related materials, notify staff of upcoming events, and de-conflict schedules.

* Manage and maintain ORA's on-site accountability roster during building evacuations.

* Act as a liaison with other branches and divisions to ensure coordination, alignment, and effective administrative communication across program areas.

* Use Microsoft Word, PowerPoint, Excel, and Outlook to perform administrative and document management tasks.

* Provide general administrative office support including visitor access control, answering telephones, filing, faxing, copying, business card creation, receiving office supplies/equipment, and maintaining records in accordance with Army and ORA policies.

* Support office supply procurement, conference coordination, and process and procedure development as needed.

Qualifications

* High School Diploma or equivalent required.

* Experience working in a DoD, Army, or government environment preferred.

* Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

* Strong organizational skills, attention to detail, and ability to maintain accurate records.

* Ability to coordinate schedules, manage multiple tasks, and communicate…