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Company

Original Job Post

Alaka`ina Foundation Family of Companies · 2 days ago

Administrative Assistant

Fort Sam Houston, TX

Full-time

Onsite

Entry Level

2+ years exp

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Responsibilities

Assist in submitting manuscripts, posters, and abstracts to relevant institutional departments for OPSEC approvals.

Coordinate arrangements, scheduling and agenda preparation for seminars and meetings.

Maintain electronic or hard copy records, binders, files or databases.

Facilitate coordination and communication with agencies such as USAMRDC, universities, private businesses, government institutions, and professional societies.

Provide support services including communications, printing, library or publication services, mail, transportation, and records and coordinates video and audio teleconferencing.

Provide travel coordination.

Provide travel support for DoD meetings (conference and non-conference).

Confirm conference approval through USAMRDC conference manager.

Compile meeting invitations, agendas, and confirm funding source(s).

Assist with DTS authorizations for all sponsored attendees to estimate travel costs and book travel arrangements for review and approval.

Create conference request packets for submission in accordance with applicable timeframes to include: Research Management System (RMS) or equivalent TDY requests, USAMRDC TDY requests, non-DoD conference request memorandum, and conference agenda).

Create an all-inclusive travel folder with itinerary document, meeting agendas, and all other relevant travel information and provide to attendees.

Provide OCONUS travel support.

Prepare conference request packet and OCONUS Country Clearance packets to include: USAMRDC Form 55-46, force protection plan, ISOPREP/PRO-file certificate, AT, SERE, and TARP training certificates, flight itinerary, and DA Form 31 (if trip included leave time).

Assist with drafting final conference approval memorandum after legal approval, upload all supporting documentation in DTS, and confirm ticketing.

Assemble an all-inclusive travel folder with itinerary document, meeting agendas, and all other relevant travel information and provide to attendees.

Compile airfare, hotel, and all other receipts and create DTS voucher with supporting documentation upon return and forwards all documentation appropriately.

Participate in a variety of meetings, workshops and/or trainings for the purpose of scheduling and agenda preparation, receiving information, and recording minutes.

Photocopy, scan and fax documents as requested.

Comply with all Department of Defense, U.S. Army, USAISR, and other governmental regulatory requirements with special emphasis on safety and security.

Other duties as assigned.

Qualification

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PC OperationsOffice AutomationMicrosoft Office SuiteDTSAdministrative ExperienceNational Agency Check with Inquiries

Required

At least a high-school diploma or GED.

Must have knowledge of personal computer (PC) operations and office automation applications (spreadsheets, word processing, graphics, database management, communication packages).

Must be proficient in the use of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Access).

Must have experience with DTS (Defense Travel System).

Two to three (2-3) years of related administrative experience.

Must be a U.S. Citizen.

Must be able to pass a National Agency Check with Inquiries (NACI).