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Administrative Assistant I

Bristol Bay Shared Services

This is a Contract position in Los Angeles, CA posted November 18, 2022.

Eagle Global Scientific (EGS) is seeking an Administrative Assistant to provide administrative services to the Office of the Director and Branches within Division of Bacterial Diseases (DBD) utilizing Windows-based applications such as Microsoft Word, Microsoft Excel, ADOBE, Share Point, Outlook, TASNET, Concur, CAMS, calendar/conference room support, Information Technology requests (ITSO service), IFMS, CDC visitor requests in NCAMS and other systems as needed.

EGS will perform tasks using knowledge of routine office procedures, including the following: Use strong interpersonal skills to provide substantial coordination and interface with other CIO and Division staff.Manage the calendar of the DBD Director, Deputy Director and Associate Director of Program Management by responding to meeting invites and inquiries, noting dates and times of important events and rescheduling meetings as needed.Schedule meetings, set-up virtual meetings, manage meeting distribution lists, take meeting minutes, track, and follow-up on action items.

Communicate clearly (verbal and written) with personnel in a multi-cultural workplace.Effectively collaborate with team members, senior leadership, and other staff to complete assigned tasks.Coordinate with various domestic and international organizations regarding travel, international meetings, and conferences.Serve as a travel preparer for the OD of DBD and its Branches and in accordance with HHS and CDC travel regulations and policies, initiate travel requests for both domestic and international travels using Concur, ICAP, or another federal website.Serve as a proxy for international travel using International Travel Request (ITR) website to maintain visibility of international trips (especially for senior staff or during international outbreaks).Assist travelers in complying with federal policies and procedures contained on the CDC Travel Portal, including the appropriate authorization and expense forms, sponsored travel policies, travel agent information, General Services Administration (GSA) and other travel websites, travel card holder requirements, split disbursement, maximum allowable expenses, etc.Attend Travel Preparer monthly meetings with CDC Travel Office.Monitor travel projections and authorizations and provide up to date status such as trips postponed, cancelled, past due for vouchers, past due for payment.Ensure travel projections and conference attendance lists contain consistent and accurate information.Attend routine team meetings and other required meetings.Prepare and submit purchase orders via CCPS and ICE for identified and PMO approved DBD needs.

Assist with procurement and acquisition actions (e.g., office supplies, laboratory reagents, equipment) for every day and outbreak response materials and supplies.

Request quotes, obtain appropriate signatures, scan, and input into Share Point for approval routing as needed.Coordinate inventory management for office supplies, including ordering, restocking, and distribution, to include shipping and mailing materials.In/out processing duties include but are not limited to:Submit forms to request or revoke access to CDC facilities.Process new staff and visitors in the Non-Citizens Access Management System (NCAMS).Facilitate in-processing by having employees complete required Safety Survival Skills training and Security Awareness TrainingUpdate People Processing and or Visitor Management System for HHS Smart Card expirations according to spreadsheet sent by CDC Security office.Support processing visitors to come to the CDC campus.Update organizational distribution email list.Initiate, prepare, review, and submit Guest Researcher Packets (new and renewal).

Monitor and track submissions to ensure timely clearance and on-boarding of new guest researchers; and tracking of timely renewals to prevent gaps in service.Initiate/Create and track IFMS (building facilities) requests to track building and maintenance issues for incoming, transferring, or separating employees, contractors, guest researchers, or fellows regarding phones and computers for DBD OD staff and MVPDB.Monitor and track conference approval status of meetings, conferences, or events prior to initiating travel requests on behalf of staff.Serves as the primary mail clerk for DBD OD staff and ensure mail is sorted and distributed properly.

Special Considerations:Previous experience preparing travel orders using Concur The contractor staff will provide service 40 hours per weekThe contract staff will be eligible to telework but may be required to be onsite a minimum of one to two days per weekOther details Pay Type Salary Apply Now