The Mayvin Consulting Group, Inc.

  • Administrative Assistant IV

    Job Locations US-MD-Ft. Detrick
    Job ID
    2018-1509
    # of Openings
    1
    Category
    Administrative/Clerical
    Position Type
    Contingent
  • Overview

    Mayvin® is currently seeking experienced applicants for an Administrative Assistant IV position for an effort in support of Joint Enterprise Omnibus Program, Engineering, and Technical Support (JE-OPETS) Contract for acquisition support. This objective of this effort is to optimize performance and maximize efficiencies in the areas of funding, schedule, contract management, program management, and execution in the program management offices. The position will be located at Joint Project Manager Medical Countermeasures Systems (JPM MCS) in Ft. Detrick, MD and is contingent upon task order award.

     

    You must be a U.S. citizen to be considered. Active Secret clearance is required.

    Responsibilities

    • Serve as the co-lead Defense Travel Administrator (DTA) for DTS.
    • Serve as the office manager at the MCS Annex, working directly with the landlord to resolve facility management issues, receiving incoming and shipping outgoing mail, assisting with space management activities, and performing all personnel on-boarding.
    • Ensure appropriate administrative coverage for the MCS Annex, managing time off schedules for all Administrative Assistants and assist with monthly Administrative Assistant meetings to ensure effective communication of new processes, identify inefficiencies, and conduct training. 
    • Complete all travel activities (e.g., creating orders and vouchers, processing passports, etc.) for all military and civilian personnel.
    • Serve as the primary MCS Document Staffing System (DSS) system Manager, reviewing current documents in staffing, overseeing the process to follow up with action agents and ensure comments are forwarded to applicable POCs, uploading updated comments, and continually monitor and resolve any issues in a timely manner so suspense’s are met. 
    • Serve as primary for coordinating incoming purchase requisitions, for the MCS Annex.
    • Manage the inventory of office supplies for the MCS Annex.
    • Assist in the review of documents, reports, and presentations.
    • Drive Government vehicles as needed to complete job duties.
    • Successfully complete all training related to the assigned position (e.g., driver’s training course, etc.).
    • Implement a set of standard administrative practices that ensure quality and efficiency consistent with organizational and Department of Defense (DoD) community operations and business priorities.
    • Manage day-to-day functions for efficient office operation, including but not limited to the following:
      • Answering all phone calls and ensure messages are taken and acted upon when leadership is unavailable
      • Greeting and escorting visitors
      • Ensuring effective communication across all program areas
      • Following DoD, Army, and organizational templates and best practices
      • Managing and creating documents, briefs, and reports
      • Coordinating facility and logistics support for conference rooms
      • Operating video teleconference and general audio-visual equipment
    • Organize and keep the calendar for leadership, tracking daily and leave schedules; providing packages, read-aheads, slides, and agendas for planned meetings/conferences/events; and notifying leadership of upcoming events/meetings.
    • Draft, review, staff, file, format, and update for final review a variety of documents (i.e., memorandums, correspondence, briefings, information papers, issue papers, and meeting minutes).
    • Provide support at conferences, off-site meetings, and special events.
    • Manage and facilitate staff meetings, to include making reservations for a conference room and the video teleconference/teleconference/web conference (as applicable), aggregating slides from the appropriate points of contact, setting up conference rooms for meetings (to include checking for connectivity), and drafting and sending out meeting minutes.
    • Attend (either in person or via teleconference/video teleconference/web conference) and facilitate classified and unclassified senior-level visits as well as home office hosted meetings and conferences.  Facilitation is included but not limited to the following:
      • Reserving appropriate meeting locations and a teleconference/video teleconference/web conference (as applicable)
      • Preparing agendas
      • Sending out meeting notifications
      • Providing a read ahead and other required support documentation for every meeting at least twenty-four hours prior to the meeting start time
      • Setting up the meeting space and ensuring connectivity
      • Participating and/or providing support functions during the meeting
      • Drafting meeting minutes while following appropriate classified and unclassified meeting procedures
    • Serve as the organizational expert on DTS.  In this function, the contractor shall assist to coordinate travel requests and complete all travel arrangements required CONUS and OCONUS (e.g., developing orders and vouchers, planning accommodations and transportation, etc.).
    • Maintain an internal personnel database for the entire office.
    • Perform the following supply management duties:
      • Keep track of supply requirements/stock
      • Consolidate and coordinate supply orders
      • Coordinate through the financial team and Government card holder for confirmation of supply orders
      • Keep supply area and documentation organized
    • Track and distribute information requests.
    • Review and maintain electronic and paper files.
    • Distribute mail.
    • Provide front desk coverage between the hours of 0730 and 1700.
    • Assist in the assignment, tracking, and response to office taskers sent through the JPEO-CBRND Staff Action Status Information (SASI) system.  The contractor shall monitor and follow up with team members to ensure that assigned tasks and deliverables are completed.  In addition, the contractor shall collect responses and ensure that timely responses are submitted and uploaded into the system.
    • Monitor staffing packages in the Document Staffing System (DSS), submitting and tracking draft and final documentation for JPEO-CBRND approval and providing input when necessary.
    • Ensure appropriate administrative coverage for the MCS Annex, managing time-off schedules for all Administrative Assistants and assisting with monthly Administrative Assistant meetings to ensure effective communication of new processes, identify inefficiencies, and conduct training.
    • Assist with the input of risks into the risk mitigation tool.
    • Prepare and maintain a smart book.
    • Serve as the liaison to the graphics team.
    • Maintain hard copy files according to the JPM Office record management system and manage an electronic file system using the organization's SharePoint site.  In addition, the contractor shall serve as a SharePoint Knowledge Manager.
    • Ensure that appropriate security measures are in place for classified meetings.
    • Follow all security processes for the organization.  The contractor shall complete daily physical security checks on a rotating basis for the organization.  In addition, the contractor shall notify the organization's security department of all Foreign Nationals visiting the facility within a required timeframe by completing appropriate documentation.
    • Serve as the primary coordinator for purchase requisitions.  The contractor shall complete the required documentation, perform necessary GFEBS activities, obtain appropriate signatures, and maintain an organized Government Purchase Card (GPC) file (to be updated monthly).
    • Actively update recall lists.
    • Conduct accountability surveys during fire drills and other emergency evacuation events.
    • Drive Government vehicles as needed to complete job duties.
    • Successfully complete all training related to the assigned position (e.g., driver’s training course, etc.).

    Qualifications

    Education

    • Bachelors degree from an accredited university highly preferred but not required.

    Clearance:

    • Applicants selected will be subject to a security investigation and may need to meet eligibility requirements for access to classified information; Secret clearance is required.

    Experience:

    • Possess experience working directly with senior-level leadership within the CBRNE or acquisition community.
    • Possess editorial skills, to include proper grammar, spelling, style, and structure.
    • Possess comprehensive knowledge of the travel regulations and DTS.
    • Possess comprehensive knowledge of the Microsoft Office suite of software, with specific experience in effective use of Outlook, PowerPoint, Excel, and Word.
    • The contractor shall possess a valid state Driver’s license.
    • Strong communication, organizational, creative, analytical and problem solving skills.
    • Ability to handle multiple tasks simultaneously and switch between tasks quickly.
    • Ability to work in a team environment.
    • Ability to create and maintain formal and informal networks.

     

    About Mayvin:

     

    Mayvin is a dynamic small business created out of a commitment to deliver unparalleled service to our clients. Our team brings expert knowledge of project management services specializing in Streamlined Acquisition and Operations Management to government organizations. We create effective strategies for program design, execution, and sustainment while implementing action plans to provide our clients with maximum visibility, access, and an impact that serves the needs of the United States. Our team has a diverse array of credentials directly related to providing a comprehensive mission support plan for both military and civilian agencies.

     

    A "Mayvin" is a trusted expert in a particular field who seeks to pass knowledge on to others - a builder of networks, a communicator of knowledge.

     

    Our compensation package includes a competitive salary and benefits package, along with a dynamic corporate culture and supportive team environment. 

     

    Mayvin is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.

     

    Mayvin is a current participant in E-Verify and conducts internal I-9 audits at least once per year.

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