What are the responsibilities and job description for the Admin Assistant I position at J & J Worldwide Services?
Job Description
Job Description
Position Summary :
The Administrative Assistant will play a vital role in ensuring the smooth and efficient operation of the Walter Reed National Military Medical Center (WRNMMC). This position involves managing office activities, coordinating communications, maintaining accurate records, and supporting the facilities management and operations teams. The ideal candidate will demonstrate exceptional organizational skills, professionalism, and the ability to handle confidential information while excelling in a fast-paced, mission-critical environment.
Key Responsibilities :
Office Management :
Coordinate and schedule meetings, appointments, and events to ensure efficient use of time and resources.
Act as the primary liaison for internal and external stakeholders, ensuring seamless communication.
Document Preparation and Management :
Draft, edit, and prepare reports, correspondence, and presentations with a high level of accuracy.
Maintain comprehensive records, files, and databases in accordance with organizational protocols.
Ensure timely preparation and submission of required documentation to relevant parties.
Handle service order documentation, including preparing Adobe packets for submission.
Maintain a detailed balance sheet tracking associated CLINs and assigned service orders.
Process subcontractor invoices with accuracy and timeliness.
Provide weekly documentation and detailed spreadsheets for meetings.
Communication :
Professionally manage incoming and outgoing phone calls and emails.
Facilitate effective communication between departments and external partners.
Administrative Support :
Assist with the preparation of timecards, expense reports, and purchase requests.
Support onboarding processes for new employees by coordinating access and documentation.
Monitor and follow up on pending tasks and critical deadlines.
Compliance and Confidentiality :
Ensure adherence to all security and confidentiality protocols at WRNMMC.
Comply with all organizational and governmental policies and regulations.
Qualifications :
High school diploma or equivalent; an associate degree or higher in business administration or a related field is preferred.
A minimum of 3 years of administrative experience, preferably in a healthcare or government setting.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Microsoft Lists).
Exceptional organizational skills and meticulous attention to detail.
Strong written and verbal communication abilities.
Proven ability to prioritize multiple tasks and work independently under minimal supervision.
Familiarity with military or healthcare facility operations is highly advantageous.
Eligibility to obtain and maintain base access and required security clearances.
Work Environment :
This on-site position at WRNMMC requires navigating a secure military facility. The Administrative Assistant will collaborate with military personnel, contractors, and healthcare professionals in a dynamic and sometimes high-pressure environment.
Additional Requirements :
Successful completion of a background check and drug screening.
Strict adherence to WRNMMC safety and security policies, including proper identification at all times.
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