Administrative Assistant (AA III)
Open Systems Technologies Corporation
- Chantilly, VA
- Permanent
- Full-time
- The candidate will be on a busy team with four other Administrative Assistants and a training officer in an office setting.
- The AA will primarily perform support function: Create and manage IT requests such as access and group.
- Order supplies, maintain inventory, issue equipment, troubleshoot and arrange for equipment repairs, oversee and account for inventory.
- Prepare visitor requests and access lists as necessary; serve as vault custodian.
- With Government approval, manage move activities, and construction or renovation projects within work unit.
- Coordinate schedule with Facilities Manager to minimize disruption in operations.
- Monitor progress and alert managers of delays or issues.
- Ensure administrative support coverage by coordinating or performing backup duties for officers within the work unit.
- Administer and troubleshoot office database, including time and attendance.
- Develop check-in/checkout procedures for arriving and departing personnel, including submitting new user accounts and access requests.
- Greet and/or escort all office visitors and guests.
- Reserving government cars and charter busses as needed for government personnel.
- Complete waiver requests and coordinate acquisition for new and renewed software.
- The AA will also provide back-up registrar support a team of registrars.
- The team provides registrar and training support to the branch's workforce and occasionally officers from other branches and organizations in the WMA.
- Registrar responsibilities predominately include attendee registrations, post course training credits, and providing customer support ensuring classrooms are set up with appropriate supplies and learning materials (replicating course materials).
- The registrar provides communication through email or phone for detailed or general course information and follow-through actions like accurate and complete registration processes.
- Candidate will utilize tact and decorum to communicate with various student levels from junior to senior levels.
- Candidate must be a self-directed and motivated individual that can demonstrate patience and willingness-to-serve attitude as well as follow-up and initiative.
- As part of a team, AA may need to open classrooms and breakout room as well as secure those vaults.
- The AA is responsible for recommending innovative ideas for updating processes for training coordination, providing, relaying, and updating training policies regulations, procedures and deadlines for learner enrollments; creating and maintaining Standard Operating Procedures (SOPs).
- The AA will utilize exceptional attention to detail skills to produce high quality output.
- Anticipate, identify, and analyze errors and take necessary steps to mitigate future errors.
- Clearance: TS/SCI w FS Poly
- Prior customer experience preferred.
- Candidate should possess the ability to build, cultivate, and maintain positive relationships with customers, team members, and stake holders.
- The team will collaborate to support hours of 07:30-16:30. Core hours are from 09:00-15:00. No overtime required.
- On rare occasions, the candidate may need to travel to other locations in the local area or travel domestically to attend office events using a personally owned vehicle or Sponsor-provided vehicle, depending on circumstances, aonually or bi-annually.