JASON Department Administrative Assistant - Mclean, United States - The MITRE Corporation

Description

Why choose between doing meaningful work and having a fulfilling life? At MITRE, you can have both.

That's because MITRE people are committed to tackling our nation's toughest challenges-and we're committed to the long-term well-being of our employees.

MITRE is different from most technology companies.

We are a not-for-profit corporation chartered to work for the public interest, with no commercial conflicts to influence what we do.

The R&D centers we operate for the government create lasting impact in fields as diverse as cybersecurity, healthcare, aviation, defense, and enterprise transformation.

We're making a difference every day-working for a safer, healthier, and more secure nation and world. Our workplace reflects our values.

We offer competitive benefits, exceptional professional development opportunities, and a culture of innovation that embraces diversity, inclusion, flexibility, collaboration, and career growth.

If this sounds like the choice you want to make, then choose MITRE-and make a difference with us.

MITRE is different from most technology companies.

We are a not-for-profit corporation chartered to work for the public interest, with no commercial conflicts to influence what we do.

The R&D centers we operate for the government create lasting impact in fields as diverse as cybersecurity, healthcare, aviation, defense, and enterprise transformation.

We're making a difference every day-working for a safer, healthier, and more secure nation and world. Our workplace reflects our values.

We offer competitive benefits, exceptional professional development opportunities, and a culture of innovation that embraces diversity, inclusion, flexibility, collaboration, and career growth.

If this sounds like the choice you want to make, then choose MITRE-and make a difference with us.

The JASON Program office manages and oversees the activities of the JASON Advisory Group.

JASON is a highly select, independent group of academic scientists that advises the United States government on matters of science and technology, particularly on matters relating to national security.

Roles and Responsibilities:
Admin Duties

• Maintain calendar of department level events as well as the daily scheduling of the Director, which entails the ability to prioritize and coordinate a vast number of requirements and demands.
• Receive, screen, prioritize and direct incoming departmental calls, visitors, physical mail, and email.
• Plan, coordinate, and support a variety of division and department level meetings. Duties will include preparing agendas and presentations, posting read-ahead materials, arranging various types of meeting venues, completing catering orders, arranging audio-visual (CAVS) and facility requirements, providing set-up assistance for Teams Meeting or VTCs, organizing the content for these structured meetings for future use and historical purposes, taking and sharing meeting notes as requested.
• Manage departmental travel arrangements and approvals to include general travel, security forms, coordination with the visiting location, and alternative arrangements when plans change.
• Maintain and manage departmental action-tracker
• Perform data entry, manage, monitor and maintain various software management tools
• Assist with the management, updating and maintenance of departmental websites. This includes adding/consolidating pages as needed, content updates, program news and events and business calendar, organizing and updating document repositories.
• Provide various forms of correspondence including formal MITRE letters and memos, confidential documents, briefings, and other documents to support the business based on MITRE standards.
• Develop a strong sense of ongoing activities and the interdependencies among assignments, meetings, and products to prioritize work effectively and efficiently and be able to anticipate commitments and requirements as needed.
• Demonstrate proactive initiation and follow-through on a broad range of administrative duties
• Manage and maintain all department confidential files, records, organization charts and significant event roasters.
• Assess and improve administrative processes as needed. Maintain state-of-the-art knowledge of MITRE's administrative support systems, policies and processes. This requires engagement in corporately supported productivity and collaboration capabilities.
• Fulfill the role of Timecard Coordinator for department level staff, which includes bi-weekly submissions and monitoring for daily timecard compliance. Review weekly department compliance reports and provide the statistics to the Director.
• Track other department level reports to include compliance reports as needed.
• Maintain departmental property inventory, and serve as the point of contact for the department property audits
• Interact effectively with customers to acquire building badges, computer accounts and access for MITRE staff.
• Track major JASON milestones and deadlines as required.
• Maintain cognizance of location of staff; respond to phone calls about schedules and whereabouts, coordinate communication with the team when there is critical or important need.
• Arrange for purchasing of office supplies and other necessities as required.
• Willingness to travel up to 4 months to La Jolla to support and be a POC to 70 consultants, while supporting a smaller site staff in VA the remainder of the year.

Security Duties

• Safeguarding PII and classified documentation.
• Assist with the security processes of control and accountability.
• Assist with other administrative security-related duties as assigned by the appropriate security practitioners.

Basic Qualifications:

• Typically, requires a minimum of 2-4 years of related experience with a High School Diploma or Equivalent in education or 2 years and an associate degree, or equivalent combination of educations and related work experience.
• Ability to obtain and maintain a TS/SCI clearance
• Willingness to travel up to 4 months per year to La Jolla, California (January, June, July, August)
• Support on-site requirements for 4 months in La Jolla, CA on temporary assignment each year, while supporting a smaller site staff in Mclean, VA for the remainder of the year.
• Knowledge and experience with MS Office Programs including OneNote, Excel, SharePoint, Teams, and PowerPoint.
• Excellent written, communication and interpersonal skills to build strong external and internal networks and highly effective relationships with business leaders and sponsors.
• Strong self-organization, problem-solving, and time management skills, with considerable emphasis on self-initiation and independent decision making. Ability to effectively manage multiple tasks simultaneously and manage competing priorities with minimum supervision under deadline pressure in complex, fast-paced environments.
• Persistent approach to follow-up on tasks and responsibilities. Ability to follow through on assignments.
• Superb attention to detail.
• Competence in the latest mobile, desktop, and VTC technologies and willingness to learn new technologies and processes quickly.
• Ability to deal effectively and professionally with all levels of personnel, customers, and visitors; Must also demonstrate ability to maintain confidential/sensitive information.
• Experience with calendar management.
• This position requires an on-site presence of 5 days a week.

Preferred Qualifications:

Preferred Administrative Qualifications:

• Technical writing/editing skills
• Experience in maintaining/managing a SharePoint site
• Previous experience supporting a dynamic, fast-paced team
• Previous Experience in a technical oriented organization
• Ability to provide technical editing support to materials generated by staff

Preferred Security Qualifications:

• Experience using DoD systems for Security, such as DISS.
• Experience managing Security Information Management System (SIMS).
• Active Top Secret security clearance

This requisition requires the candidate to have a minimum of the following clearance(s):

None

This requisition requires the hired candidate to have or obtain, within one year from the date of hire, the following clearance(s):

Top Secret/SCI


Salary compensation range and midpoint:
$60,000 - $75,000 - $90,000 Annual


Work Location Type:
Onsite

MITRE is proud to be an equal opportunity employer.

MITRE recruits, employs, trains, compensates, and promotes regardless of age; ancestry; color; family medical or genetic information; gender identity and expression; marital, military, or veteran status; national and ethnic origin; physical or mental disability; political affiliation; pregnancy; race; religion; sex; sexual orientation; and any other protected characteristics.

For further information please visit the Equal Employment Opportunity Commission website EEO is the Law Poster and Pay Transparency.

MITRE intends to maintain a website that is fully accessible to all individuals. If you are unable to search or apply for jobs and would like to request a reasonable accommodation for any part of MITRE's employment process, please email

Copyright 2024, The MITRE Corporation. All rights reserved. MITRE is a registered trademark of The MITRE Corporation. Material on this site may be copied and distributed with permission only.

Benefits information may be found here