Provides administrative directorate level support and secretarial services that facilitate the work within the Research and Engineering Directorate (Code L). The organizational structure is divided into 7 divisions/Office and 39 branches. Work involves managing office operations, independently carrying out a variety of administrative support assignments, and assisting customers with a variety of matters related to the mission of the Code L Directorate.
Primary/Major Duties and Responsibilities (Essential Functions):
Provides support to the Code L Deputy Director and Associate Director
Attends, captures, and distributes minutes from the Directorate Staff Meetings
Collects and compiles inputs from the divisions for the Directorate Weekly Summary Reports
Communicates and coordinates with the Business Unit for travel authorization and expense report requests, including possible foreign travel
Prepares, routes, and tracks Scientific and Technical Information (STI) approvals in Scientific, Technical and Research Information discoVEry System (STRIVES) for the Directorate Office
Serves as the Directorate’s point of contact to collect and compile comments for Agency and Center Directives under review
Maintains and updates Web sites (Division and/or Branch) as assigned
Compose and type letters, memorandums, documents, reports, presentations (or viewgraphs), meeting minutes, agendas, and meeting notices in accordance with NPR 1450.10 and using the Microsoft Office (MS) Suite or similar software
Prepares posting, as requested, and submit to GRCs electronic bulletin board. (i.e., Today@Glenn)
Prepares spreadsheets, tables, charts, and graphs, and establish databases using the MS Suite or similar software
Organizes data in the database to facilitate preparation of reports and analyses
Extracts data from GRC database systems
Completes forms using Government-furnished software
Answers telephones, returns telephone calls, and directs inquiries
Sends, receives, and distributes facsimiles
Schedules locations and attendance for meetings and conferences including notifying participants of scheduled date/time
Provides logistical coordination support for Center or organizational events and meetings
Establishes, maintains, and schedules meetings via electronic calendars using the Government-furnished software (e.g., Outlook)
Coordinates Video Teleconference System (VITS) schedule with Center Point of Contact. Remain on stand-by during VITS and assist participants on use of equipment
Supports GRC teleconferencing systems
Performs visitor control, security, and clearance functions for domestic and international visitors
Maintains and schedules meeting rooms
Screens and distributes mail
Copies and distributes material as requested
Prepares, routes, and tracks GRC-22 & electronic NF-1676 approvals
Prepares travel packages for both domestic and international travel
Provides support in office move coordination, as approved by the Space Management Committee
Upon request, communicates and coordinates travel with the Business Unit; maintain travel authorization and expense report files; submit/fax/scan travel receipts to the Business Unit; and assists a traveler with NASA Shared Service Center (NSSC) travel audit requests. Travel records shall be maintained in accordance with NRRS 1441.1
Establishes, organizes, and maintains all administrative files for the Directorate in accordance with the NASA Records Retention Schedule (NRRS 1441.1), and adhere to NASA and GRC requirements for Sensitive but Unclassified (SBU) information
Maintains action logs
Prepares and track work orders
Orders and maintains stock and/or supplies
Serve as primary or backup Records Liaison Officer (RLO) for the location, arrangement, access to, and use of office files, and for maintenance, transfer, and disposition of records
Shall complete work accurately and in accordance with Contract Performance Standards Minimum Acceptable Standard
Logs and files work as agreed to with the Surveillance Monitor (SM) and the customer
Maintains files and databases available for review by the SM
Serves as a backup:
Provides primary backup support to the civil servant Senior Executive Assistant
Required Education and Experience:
Education: Associates degree in business a plus but not required.
Experience: Minimum 7 years working in an office environment. As a minimum, must have experience supporting a NASA division level office and experience backing up a directorate office is a plus. Knowledge of Code L’s processes, procedures, and protocol is a plus. Experience with Microsoft Office applications, to include Word, Excel, PowerPoint, and TEAMS. Experience utilizing all functionality of Outlook Calendar application. Knowledge of NASA specific applications and related rules and regulations. Must have an excellent understanding of NASA Correspondence Standards and have successfully demonstrated that knowledge.
Basic knowledge of Adobe Professional.
Demonstrates a high level of integrity and keeps sensitive information confidential.
Ability to manage multiple, time sensitive tasks simultaneously with a focus on results and quality in a fast paced environment.
Demonstrates a professional demeanor.
Has clear and strong oral and written communication skills.
Demonstrates proper use of grammar, excels in proofreading, and prepares high quality documentation.
Demonstrates taking initiative while performing contract requirements.
Must demonstrate that they are reliable and able to meet customer requirements.
Possesses strong customer service and organizational skills.
Ability to work independently with minimal supervision.
Has a keen attention to detail.
Ability to analyze information, prioritize work, and follow-through to meet deadlines.
Possesses a good understanding of the Center and knowledge of available resources
Cleveland, Ohio, United States
Afognak Native Corporation, Alutiiq LLC and their subsidiaries is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability or protected veteran status.