Administrative and Executive Support

  • Frederick National Laboratory for Cancer Research
  • Bethesda, MD, USA
  • Mar 26, 2020
Full time Admin-Clerical

Job Description


PROGRAM DESCRIPTION

Frederick National Laboratory is dedicated to improving human health through the discovery and innovation in the biomedical sciences, focusing on cancer, AIDS and emerging infectious diseases. You will be at the heart of the Executive Team's business operations and activities, and the soul that keeps them moving forward! In this dynamic role, you will have the opportunity to make a great impact utilizing your highly evolved organizational and judgment skills to ensure the efficiency of this organization. This position supports the COO and Operations Directors. This exciting opportunity requires superior attention to detail, great organizational skills, and the ability to meet tight deadlines while juggling multiple critical requests. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with all levels of the organization, including the Executive Leadership Team, Management, and staff is essential.

KEY ROLES/RESPONSIBILITIES

  • Providing Administrative support to the Chief Operating Officer and 5 Directors in the Executive Suite
  • Coordinate the program workflow and daily priorities by managing schedule and anticipating steps ahead
  • Prepare internal and external correspondence and memos
  • Manage the ordering and reconciliations for the Operations leadership staff
  • Maintain files and documents (electronic and/or hard copy) in an organized manner
  • Coordinate meetings, travel and/or conference arrangements
  • Receive and refer calls and electronic communications appropriately
  • Manage the Travel package submission, approval and expense reconciliation.
  • Entering General Expense reports for employees and non-employees into DELTEK Time & Expense
  • Reconciling credit card charges with company policies and procedures
  • Scheduling meetings, compose meeting minutes, and maintaining conference room calendars
  • Track, maintain, and report on training records for department personnel
  • Responsible for property accountability
  • Receiving phone calls, making proper referrals, escorting outside visitors for meetings/interviews
  • Filing, typing, copying/scanning documents, file set up
  • Sorting and distributing mail
  • Receiving and referring calls and electronic communications appropriately
  • Place service and work order calls
  • Ordering office supplies and maintenance materials using credit card and purchase requests
  • Additional ad hoc administrative support as requested


BASIC QUALIFICATIONS

  • Possession of a high school diploma or equivalent
  • In addition to educational requirements, a minimum of three (3) years of progressively responsible secretarial experience, including one (1) year at the level of Secretary II
  • Must be able to obtain and maintain a security clearance


PREFERRED QUALIFICATIONS

  • Experience with procurement
  • Experience with Deltek/Costpoint (ERP)
  • Pleasant and friendly demeanor; positive attitude, and desire to be helpful to others
  • Excellent interpersonal, organizational, time management, and communication skills
  • Enthusiasm for innovation, organizational development, and acceleration of cancer research
  • Ability to independently coordinate and prioritize multiple tasks
  • Excellent communication skills
  • Organized and detail-oriented
  • Professional attitude and appearance
  • Ability to handle office politics and sensitive matters with objectivity, integrity and confidentiality
  • Team player


Equal Opportunity Employer (EOE) | Minority/Female/Disabled/Veteran (M/F/D/V) | Drug Free Workplace (DFW)