Description

Job Description:

The Administrative Assistant will manage activities contributing to the successful day–to-day functions and administrative needs of the Mission and Operations Support and Area Management teams.

This position requires an experienced person with demonstrated office management expertise, superior professional demeanor, and the ability to learn and accomplish a wide variety of day-to-day responsibilities that will help ensure program success. Taking initiative to address forecasted needs and assuring a steady completion of workload in a timely manner are key to success in this position. This individual should be a self-starter and possess a forward-thinking mentality as well as strong critical thinking skills which will allow them to identify and prioritize actions to assist the Mission and Operations Support and Area Management teams.

The expected rate for this role is between $25 - $30 an hour.

About the Antarctic Support Contract:

Leidos Antarctic Support Contract (ASC) is the prime contractor to the National Science Foundation (NSF) in support of the United States Antarctic Program (USAP). Leidos supports the NSF’s Office of Polar Program’s Antarctic Infrastructure and Logistics by aligning with their Mission and Vision Statements:

• Vision: Expanding our scientific reach in Antarctica through increased operational and logistical effectiveness.

• Mission: To provide the operational and logistical platform necessary for the U.S. to conduct world-class science in Antarctica and maintain its active and influential presence on the continent.

Leidos ASC provides science and logistics support for approximately 150 science and technical events across three geographically remote research stations; McMurdo Station, Palmer Station, and South Pole Station and several deep field sites across Antarctica. Each station or field site supports world class research across multiple science disciplines. The planning and implementation of science support requirements in Antarctica is a critical part of our mission.

Primary Responsibilities:

• Coordinate activities including support with schedules, meetings, correspondence, records management, and other office duties as assigned.

• Communicate effectively to internal and external program partners in writing, on the phone, and in person.

• Coordinate on-boarding/off-boarding of staff, including IT assets and software application access requests.

• Assist with and process deployment and travel/training paperwork.

• Build and maintain station org charts in coordination with stakeholders.

• Maintain recurring meeting invitations to ensure attendee lists are current and upcoming time changes are accounted for.

• Act as a Document Steward and primary POC for annual and recurring updates to Standard Operating Procedures.

• Reconcile invoices for reimbursement programs.

• Coordinate e-signature collection for SOWs, SOPs and other documentation.

• Provide Centennial office on-site support as needed, to include IT and office supply inventory/dispersal, conference room preparation and other tasks as required.

• Create Work Authorization Documents and disseminate to the Leidos team.

• Manage Operations SharePoint site and calendar.

• Maintain office supplies by checking inventory and ordering items.

• Assist with meeting coordination and capture recurring meeting minutes to disseminate as needed.

• Respond to questions and requests for information.

• Submit and reconcile expense report.

• Create and develop visual presentations.

• Other duties as assigned within Mission and Operations Support.

Basic Qualifications:

• High school diploma or the equivalent and a minimum of 2 years of administrative experience.

• Skilled in independently resolving issues in a manner that promotes program goals.

• Demonstrated persistence in following through on action items and open issues to full closure.

• Competent with process improvement techniques and principles.

• Proficient in Microsoft Office (Word, PowerPoint, Excel, Outlook, Sharepoint).

• Strong background using and coordinating meetings and invites via Zoom, Skype or similar virtual meeting platforms.

• Experience with AdobeDC and digital signature circulation.

• Excellent written and verbal communication skills, including some minor technical writing/editing.

• Skilled in ten key typing.

• Detail oriented and comfortable working in a fast-paced office environment .

• Working knowledge of office equipment such as printers and fax machines.

This position requires the ability to obtain a Public Trust security clearance.

This position requires US Citizenship or permanent residency.

Pay Range:

The Leidos pay range for this job level is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other law.