Administrative Assistant (SRP)

Purpose:

The Administrative Assistant is responsible for providing administrative assistance for operations and functions as required by the company or the in support of the contract(s). This position is full-time and works on-site at the Naval Postgraduate School in Monterey, CA supporting the Student Research Program. Position supports operations, data entry as needed, in-person or virtual events, provides outreach and communication support, and other tasks as assigned.

Essential Duties and Responsibilities:

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned.

• Proactively support graduate student research program operations.
• Communicate with prospective and current students, NPS faculty advisors that support student research, and other stakeholders as needed to support mission goals.
• Run an in-person and virtual research office that supports both residence and distance learning students with thesis projects from cradle to grave.
• Finalize and publish student and faculty research reports and posters.
• Submit and follow up with completed research reports
• Participate in staff and organization meetings to execute tasks resulting from those meetings
• Update student section of the appropriate project website with relevant content
• Finalize and publish student and faculty research reports and posters. Also print, bind and deliver final research reports to student researchers prior to graduation when possible.
• Prepare and update the sponsor-defined student research topics list, in the ARP provided MS WORD format, of current sponsor interests as needed.
• Meet with the COR at least once a week to discuss upcoming program activities. Provide minutes from program meetings as needed.
• Other tasks as assigned in support of the project and as operationally necessary

Required Qualifications and Experience:

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Proven ability to work effectively in a team environment with associates
• Excellent communication and organization skills; supports outreach and communication efforts. Communicates through email, phone and website with prospective and current students, NPS faculty advisors that support student research, and other stakeholders as needed to support mission goals.
• Demonstrate proactivity, flexibility, and adaptability in a variety of complex and detailed programmatic responsibilities in response to short and frequently changing deadlines and requirements.
• Maintain positive working relationships with senior management and teams, as well as stakeholders and the public.
• Demonstrated support in preparing and maintaining internal and external documents.
• Demonstrated ability to anticipate needs and lead

Physical Demands and Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employee must maintain a constant state of mental alertness at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at a time. 

WORK ENVIRONMENT

Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job. 

Job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse and multi-line telephone system. The work described herein is primarily a modern office setting. Occasional travel may be required.

Additional Position Duties:

This position description is intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements. Other duties may be assigned, and the company reserves the right to modify, interpret, and apply the job description as necessary. This position description is not a contract for employment and employment is “at-will” unless otherwise stated in a Union contract, employment agreement, or where prohibited by local, state, or federal regulations.

EEO Statement:

It is the company’s policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude, and experience, to provide Equal Employment Opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work-related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, or other protected status. When applicable, the company’s policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force, and benefits. It is the company’s business philosophy and practice to provide reasonable accommodation, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

We participate in the E-Verify Employment Verification Program. We are a drug free workplace.

Performance Standards:

To be successful in this role, the Administrative Assistant will need to apply to best meet the needs of the company. The employee will be held to performance standards in numerous areas including performance, attendance, attitude, quality, safety, and client satisfaction. The employee is expected to adhere to all company policies while employed. The responsibilities and tasks laid out in this document are not exhaustive and may change at any time as determined by the needs of the company. This document is not a contract of employment.