Executive Assistant-Office Manager, Program Operations - Idaho Falls, United States - Universities Space Research Association

Description

Job Description

The Office Manager & Executive Assistant, Program Operations manages and organizes office operations and procedures evaluates office production, including but not limited to the flow of correspondence, filing, and requisition of supplies, at the Idaho Falls CSNR Facility. Administers routine aspects of security to ensure compliance with security policies and procedures that are non-IT related. The Office Manager & Executive Assistant, Program Operations will be responsible for overseeing and/or executing daily administrative and/or operational support work projects within their assigned department. They will provide high-level administrative support to the CSNR Director, and management by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The incumbent will interact primarily with others to coordinate and execute assigned work tasks. This position supports the program by handling a wide variety of situations involving the administrative functions of the office that cannot be brought to the attention of the Director.

Administers routine aspects of the DoD, DoE or other industrial security program to ensure compliance with government and company security policies and procedures that are non-IT related. Typical security related issues may include physical access to buildings, room, couriers, clearances, packages, documentation, and debriefings. Monitors security procedures; ensures compliance with all aspects of the program including personnel, physical and administrative security systems, and procedures. May conduct security briefings and maintains security education programs. Investigates losses and security violations; may recommend corrective action. Ensures destruction of classified and confidential information in accordance with policies and procedures.

Provides a variety of administrative support to a complex project or multiple projects. Works closely with Project Managers. Compiles technical, financial, and other project data using various database programs for inclusion in reports or presentation materials. Maintains tactical responsibility for tracking project financials. Participates in special projects as required. Makes appointments, travel arrangements, meeting arrangements and coordinates activities between program management, customer, and outside parties.

Essential Duties/Responsibilities:

• Support the program as needed in the absence of the CSNR Director
• Routine facility security duties, including badging co-ordination with USRA HQ/Houston sites, daily opening and securing of the Idaho Falls Facility.
• Supports the CSNR to document the center's performance in monthly, quarterly, and annual performance reports, and to maintain program and contract/order management records that provide objective and measurable subjective data on performance factors.
• Support EA/ER travel requests.
• Leads & supports scheduling internal and external meetings and travel for CSNR and leadership team.
• Manage logistics and access to visiting fellows and professionals.
• Support the CSNR finance team by providing regular updates on programmatic activities to be captured in forecasting and reporting.
• Security: Support security of personnel affiliated with assigned programs
  • Develop program-specific security OOIs and coordinate revisions when necessary.
  • Ensure compliance with relevant USRA and program-specific security policies and procedures for personnel affiliated with assigned programs.
  • Request local and permanent badges for USRA employees, CSNR Fellows, visitors and subcontractors.
  • Ensure affiliated personnel complete required security training (e.g., cybersecurity)
  • Produce reports for USRA management and customers/sponsors as required.
  • Maintain USRA records related to security.
• Safety: Support safety of personnel affiliated with assigned programs
  • Support development and maintenance of facility- and contract-specific safety plans and OOIs where appropriate.
  • Develop a building emergency preparedness plan for the Idaho Falls Facility
  • Manage updates to contract-specific safety plans and disseminate changes.
  • Ensure compliance with relevant USRA and program-specific safety policies and procedures for all personnel affiliated with assigned programs (e.g., employees, subcontractors, students, and other collaborators who have remote or physical access to a USRA or customer location)
  • Assess required safety training needs for all personnel.
  • Assign required safety training for all personnel.
  • Monitor completion and maintenance of training for all personnel.
  • Complete reports for management and NASA as required.
  • Maintain USRA records related to safety.
  • Ensures proper reporting of safety and security violations or potential violations as required.
  • Perform onsite safety site visits to ensure working environment is in compliance with USRA safety procedures.
• CSNR Fellowship & Visiting Professional Support:
  • Working with the CSNR Director to ensure all materials are ready for student selection.
  • Coordinate housing for CSNR Fellows and visitors as needed.
  • Working with HR and the business office to ensure stipend and travel payments are made.
  • Making sure students have made appropriate and timely travel arrangements and have necessary visas and other paperwork before they arrive for both programs.
  • Ensuring all students have computers, badges, workspace, etc., to conduct their assigned projects for both programs.

Required Qualifications:

Education:

• High school diploma
• BS degree optional but preferred.

Experience:

• Preferred 1-4 yrs. related Government Contracting
• Minimum 5-7yrs of Sr. administrative experience
• 2-4 years of relevant experience providing administrative support of Sr Management or an executive
• Excellent decision-making ability, written and interpersonal communication skills.
• Accountability, appreciate teamwork and deadline-driven work schedule.
• Preferred experience with Deltek Costpoint.
• Must be proficient with MS tools including Office, Excel, Word, and PowerPoint.

Knowledge, Skills & Abilities:

• Experience with multi-disciplined projects (engineering, software development, constructions, and procurement).
• Ability to manage sensitive business , data and other information with confidentiality and discretion.
• Excellent organizational skills with demonstrated ability to set priorities and manage, coordinate, and perform multiple, complex tasks simultaneously.
• Excellent customer service skills in a dynamic environment with multiple decision makers.
• Superior interpersonal communication skills and ability to interact effectively and positively with people. Must have the ability to show understanding, patience, and tact when dealing with scientists, staff, and the public.
• Possession of the analytical skills needed to manage daily operational and non-routine, moderately complex administrative details.
• Ability to concentrate and pay close attention to detail when processing and reconciling vouchers.
• Highly computer literate with knowledge, experience, and skills in operations of HR Information Systems
• Teamwork and the ability to work effectively with co-workers, customers, and supervisor in a professional and courteous manner is an essential function of this position.
• Demonstrates judgement, tact, and diplomacy in dealing with internal customers.
• Provides efficient, accurate, relevant and timely information and analysis.
• Possesses initiative, enthusiasm, intellectual curiosity and an ability to perform as a team player.
• Complete required trainings as scheduled.
• Excellent written and verbal communication in English is required.
• Strong analytical skills.

Attributes

• Ability to travel up to 10% of the time.
• Highly organized and efficient, able to multitask and prioritize effectively to accomplish objectives with creativity, initiative, and mindfulness.
• Provide outside the box thinking on analysis and process improvements.
• Creative, resourceful, and flexible, able to adapt to changing priorities and maintain a positive outlook and strong work ethic.
• Communicates frequently on the status of assignments and actively seeks clarification on requirements, due dates, and questions to ensure timely completion of responsibilities.
• Closely follow guidance and direction.
• Act safely, ethically and in compliance with all laws and regulations and USRA policies and procedures.

Working Conditions:

This job primarily operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, etc. Extensive online usage. While performing the duties of this job, the employee is frequently required to stand, walk; sit, use hands. Keyboarding for considerable time spans each day will be a significant part of this position.

Location:

Idaho Falls, full-time onsite.