Administrative Assistant

Naval Postgraduate School - Associate Provost, Educational Support - Monterey, CA3.8

Full-timeEstimated: $49,000 - $67,000 a year
EducationSkills
One of ASR International Corporation's clients has an immediate requirement for an Administrative Assistant.

Interested candidates please apply along with a latest copy of your resume by emailing hr@asrintl.com

Title
Administrative Assistant

Agency Name
Naval Postgraduate School - Associate Provost, Educational Support

Monterey, California

Estimated Period of Performance
1 year from contract award date plus Options (if exercised) for 2 years

Scope of Work
Provide administrative support for the Associate Provost, Educational Support and will often be under the pressure of short and frequently changing deadlines and requirements. Shall support the AP-GE programs, all phases of project processes, reporting of results, and research dissemination. Shall also provide support for conferences, forums, and symposia. This work frequently requires coordinating efforts with others working in related and unrelated specialties.

A list of detailed responsibilities is outlined below:
Shall generate and maintain a variety of documents, written and oral reports, spreadsheets, and PowerPoint presentations for government approval and/or signature. These will include financial reports, budget reports, program status reports, and approval packages.
Shall support and assist in preparing research and educational proposals.
Shall support and assist in preparing and updating document filing with both electronic and physical copies of the documents.
Shall establish, document, and maintain a process for tracking the status of approved projects to determine whether they will be completed on schedule, within budget, and within scope.
Shall report project status at least monthly. The contractor shall immediately provide verbal notification whenever this process indicates that a project will not be completed according to plan.
Shall prepare and maintain current briefing materials for presentations to students,faculty, and sponsors.
Shall format and disseminate research and educational proposal results either in hardcopy and/or posting final documents to the program website.
Shall provide daily support for the NPS AP-GE research program to include the following: preparing program materials; maintaining research topics lists; speaking to students; Answering questions; provide guidance on application requirements; facilitate symposium poster preparations; format, prepare and disseminate student research results in hardcopy and/or through the program website; and other similar activities
Shall map AP-GE funding grants against the AP-GE priorities matrix and manage and report the milestone progressions on a weekly basis.
Shall support and assist in preparing and executing conferences, forums, and symposia. Support activities shall include: pre-registration; preparing documents (i.e. program documents, presentation slides and materials); event preparations and set-up; communication with attendees and staffers; running the registration table; and other similar activities.
Shall prepare an annual report covering the prior 12-month period.
Prepare Standard Operating Procedure (SOP) documents
Record SOP variations and update documents.
Meet weekly to discuss SOPs and upcoming program activities.
Prepare and document program materials in MS Word, project and tracking in MS Excel spreadsheets, briefing slides in MS PowerPoint.
Prepare research reports (format, print and tape bind) and disseminate them in hardcopy and through the program website.
Maintain a daily organized electronic record of emails Office of Contracting and Logistics Management.
Transfer documentation (emails, reports, documents) to program folders on a daily basis.
Maintain up-to-date, organized hardcopy files for the AP-GE.
Shall provide a local on-site management model, which provides oversight of contractor key personnel on this task.
Resolves human resource, security, gate access and other issues related to contractor personnel.
Create a tracking process, periodic reports, documents, and briefing materials as noted in paragraph.
Provide weekly oral status updates on the on-going projects and program support tasks.
Provide daily communication through personal dialogue, meetings and email in support of the APGE.
Provide daily accurate specific/general information to the COR, students, and faculty
Support the AP-GE research program
Provide monthly status reports and copies of invoices.
Skills and Knowledge Required for the Position
Bachelor’s Degree in Business Administration or Accounting
A minimum of five (5) years of experience in administrative support with at least two (2) of those years supporting a senior executive or senior executive team in an educational environment.
A minimum of five (5) years advanced software applications skills including but not limited to:
Customizing MS Office program options.
Organizing and managing Microsoft Outlook mailboxes via rules, search, and filters
Managing calendar permissions, and meetings using Outlook
Designing Word documents and PowerPoint presentations using templates
Managing data using Excel functions
Displaying content effectively using Excel, PowerPoint, and Word.
Collaborating using commenting and track changes features
Protecting and packaging spreadsheets, Word documents, and presentations for distribution.
A minimum of two (2) years’ experience with DoD/DoN systems such as SLDCADA (timekeeping system), DTS (travel system), and FASTDATA (financial system) or equivalent private sector systems.
A minimum of three (3) years' experience in an executive administrative assistant role in a government, military, or academic setting.
Security Clearance / Background Check required. Your candidacy is subject to customer approval and acceptance.

About ASR
Established in 1986, ASR International Corporation (ASR), is an ISO 9001:2015 certified company, provides worldwide Technical Support Services in the fields of Supply Chain Quality Management, Engineering, Information Technology, Project Management, and Administrative Support to commercial customers and Government agencies. ASR's Corporate Office is located in Hauppauge, Long Island, New York.

ASR is committed to the policy of equal employment opportunity. In order to provide equal employment and advancement opportunities to all individuals, employment and promotion decisions at ASR are based on merit, qualifications, and abilities. ASR’s hiring and employment practices are not influenced or affected by an applicant’s or employee’s race, color, religion, sex, national origin, age, veteran status, marital status, ancestry, ethnicity, physical or mental handicap / disability which is unrelated to job performance, sexual orientation or any other characteristic / classification protected by law. ASR encourages qualified women, minority, disabled, Vietnam Era Veteran, Special Disabled Veterans, Newly Separated Veterans, Protected Veterans, American Indians or Alaska Natives, Native Hawaiian or other Pacific Islander candidates to explore employment opportunities with ASR.

If you are interested and feel you are qualified, then please forward your most current detailed resume to hr@asrintl.com