Administrative Assistant job at Battelle in Portsmouth, VA 23708

Job Description

Battelle delivers when others can’t. We conduct research and development, manage national laboratories, design and manufacture products and deliver critical services for our clients—whether they are a multi-national corporation, a small start-up or a government agency.

We recognize and appreciate the value and contributions of individuals with diverse backgrounds and experiences and welcome all qualified individuals to apply.

Battelle's Health Research and Analytics (HRA) business line is currently seeking an Administrative Assistant I to support our government customer in Portsmouth, VA (partial remote available). This Public Health (PH) program enables our government customer to maximize readiness through force health protection (FHP) strategies and solutions for current and potential Public Health (PH) threats. The core scientific and technical capabilities and product lines in this program are to conduct Health Surveillance, Epidemiology, and Analysis; Disease and Injury Prevention; and PH Consultation and Support for the benefit of active-duty service members, retirees, and their families. Battelle shall enable these capabilities and product lines by providing Scientific and Technical Information (STI) deliverables, by performing Research, Development, Test and Evaluation (RDT&E), and other Research and Development (R&D) related analytical services.

Job Summary

Provides administrative support to the department and related tasks.

Responsibilities

Critically reviews, independently edits, and appropriately format taskers and official correspondence in accordance with the Navy Correspondence Manual, Official Navy Message Traffic, and other policies.
Synthesizes various types of input (verbal, notes, emails, drafts) into cohesive documents, briefs, or correspondence in accordance with style guides and other applicable policies.
Maintains, updates, and communicates departmental documents (i.e., announcements, distribution lists, internal and external media lists, data access forms, and departmental budgets).
Manages departmental rosters, contact information, inventory lists, and daily mustering.
Coordinates with department head and directorate staff to submit and monitor supply orders.
Manages stakeholder coordination and engagement for both onsite and virtual meetings using MS Teams and conference room scheduling tool in SharePoint.
Facilitates records and data management in accordance with all applicable DoD policies and security protocols as needed.
Supports departmental efforts using software tools to include Office 365, Adobe Pro and SharePoint.

Department-Specific Responsibilities

Maintains content, accuracy and visual organization of files or informational databases.
Manages “New Hire” guide, onboarding new staff, and transitioning staff as they depart.
Maintains and updates departmental slides for DH meetings and other similar requirements.
Archives departmental “Snapshot” entries.
Sets up new HIPAA logs and reviews existing HIPAA logs. Reports any concerns to Supervisory Epidemiologist.
Maintains departmental Product Catalog (posting new project, removing old, troubleshooting access issues).
Tracks and verifies timely completion of command training requirements.
Manages email groups for the department and maintain staff rosters.
Updates departmental records management files and logs.
Serves as departmental space management POC.
Supports departmental staff with computer/IT-related issues/requirements.
Supports department Head with collateral duty administrative tasks.
Provides department project management support as needed.

Key Qualifications

Five or more years of experience working in a military environment:
- Experience with designing, facilitating, and conducting tasker responses.
- Experience working with military documents including correspondence, point papers, policies, and messages.
- Experience with the Navy Correspondence Manual, Official Navy Message Traffic, and other policies
- Experience adhering to military policy, guidance, and standard operating procedures.
High school diploma
Strong verbal and written communication.
Proficient with Microsoft Office suite (Word, Excel, PowerPoint), MS SharePoint, and Adobe Acrobat Pro.
Skills and experience to independently monitor activities such as supply orders (i.e., DD1149 Form), equipment, cost accounting data, and personnel training (Relias training system).
Ability to critically review, independently edit, format, and synthesize various types of input (verbal, notes, emails, drafts) into a cohesive document or correspondence.
Experience gathering and analyzing quantitative and qualitative data and developing administrative reports and recommendations.

Preferred Qualifications

Four or more years of active duty Navy experience.
Associate degree in office management, business management, business administration, accounting, or related field.
Advanced skills using software tools, including Microsoft Office suite, MS SharePoint, and Adobe Pro to support program management efforts.
Experience with military supply ordering (i.e., Defense Medical Logistics Standard Support (DMLSS)).
Experience with setting up and hosting video and teleconferences and virtual meetings using collaboration systems such as Microsoft Teams and Cisco WebEx.

Benefits: Live an Extraordinary Life
We care about your well-being, not just on the job. Battelle offers comprehensive and competitive benefits to help you live your best life.

Balance life through a compressed work schedule: Most of our team follows a flexible, compressed work schedule that allows for every other Friday off—giving you a dedicated day to accomplish things in your personal life without using vacation time.
Take time to recharge: You get paid time off to support work-life balance and keep motivated.
Prioritize wellness: Stay healthy with medical, dental, and vision coverage with wellness incentives and benefits plus a variety of optional supplemental benefits.
Better together: Coverage for partners, gender-affirming care and health support, and family formation support.
Build your financial future: Build financial stability with an industry-leading 401(k) retirement savings plan. For most employees, we put in 5 percent whether you contribute or not, and match your contributions on top of that.
Advance your education: Tuition assistance is available to pursue higher education.
Flexible work arrangements: You have options for where you work and when you work.

A Work Environment Where You Succeed
For brilliant minds in science, technology, engineering and business operations, Battelle is the place to do the greatest good by solving humanity’s most pressing challenges and creating a safer, healthier and more secure world.

You will have the opportunity to thrive in a culture that inspires you to:

Apply your talent to challenging and meaningful projects
Receive select funding to pursue ideas in scientific and technological discovery
Collaborate with world-class experts in an inclusive environment
Nurture and develop the next generation of scientific leaders
Give back to and improve our communities

Vaccinations & Safety Protocols

Battelle may require employees, based on job duties, work location, and/or its clients’ requirements to follow certain safety protocols and to be vaccinated against a variety of viruses, bacteria, and diseases as a condition of employment and continued employment and to provide documentation that they are fully vaccinated. If applicable, Battelle will provide reasonable accommodations based on a qualified disability or medical condition through the Americans with Disabilities Act or the Rehabilitation Act or for a sincerely held religious belief under Title VII of the Civil Rights Act of 1964 (and related state laws).

Battelle is an equal opportunity employer. We provide employment and opportunities for advancement, compensation, training, and growth according to individual merit, without regard to race, color, religion, sex (including pregnancy), national origin, sexual orientation, gender identity or expression, marital status, age, genetic information, disability, veteran-status veteran or military status, or any other characteristic protected under applicable Federal, state, or local law. Our goal is for each staff member to have the opportunity to grow to the limits of their abilities and to achieve personal and organizational objectives. We will support positive programs for equal treatment of all staff and full utilization of all qualified employees at all levels within Battelle.

The above statements are intended to describe the nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, activities and skills required of staff members. No statement herein is intended to imply any authorities to commit Battelle unless special written permission is granted by Battelle's Legal Department.

For more information about our other openings, please visit www.battelle.org/careers

Administrative Assistant Job at Battelle, Portsmouth, VA 23708

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Job Description

Job Summary

Responsibilities

Department-Specific Responsibilities

Key Qualifications

Preferred Qualifications

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