Summary
The primary objective is to provide services and support administrative activities in the Office of the Workforce and Career Development Team ... Essential Duties and Responsibilities
The Administrative Assistant will provide the following services:
• Serves as Training Administrator for all workforce trainings and events.
• Facilitate all logistical arrangements for travel by preparing itineraries according to
• government travel regulations, and reconciling travel vouchers, including coordinating, and facilitating logistical arrangements for conference attendance.
• Develops and maintains a tracking system for monitoring training and other workforce development requests.
• Prepare and complete required documents for trainings and travel, using necessary systems for processing Maintains tracking information including number of participants for all events and trainings.
• Maintain office supplies. Provides monthly reporting of all training and events expenses, including but not limited to purchase card and purchase orders.
• Schedules conference room space to include audio-visual support Skype, microphones, projections, envision, etc.)
• Ensures room is set-up as needed and audio-visual is operable no later than 30 minutes prior to events or activities.
• Distributes and retrieve rosters (including Skype participants)
• Prepares and distributes invites to include relevant documents and presentations.
• Provides general administrative support to the Workforce and Career Development Team
• Maintains and manages Workforce Development calendars and timelines.
• Maintains and updates electronic workforce files and systems.
• Participates in team meetings and provides updates and concerns related to anticipated events, agendas, corresponding reference documents, and notations on special issues.
• Prepares workforce updates for bi-weekly Management Officer Update report.
• Develops and maintains standard operating procedures related to workforce development tasks as needed.
• Prepares council and meeting summaries as needed for distribution.
• Manages workforce distribution lists.
• Prepare a daily briefing folder for office leadership with a concise outline of the anticipated events, agendas, corresponding reference documents, and notations on special issues.
• Obtains, maintains, and utilizes personnel entry and exit information for notifying and scheduling exit interviews and new employee orientation, and for use at All Hands meetings.
• Updates SharePoint and other calendars (as appropriate) with date, time, location, purpose, and other reservation information related to planned events and trainings.
• Daily manages Workforce mailbox to include triage of inquiries, tracking, responses,
• and archiving.
• Upload meeting notes or presentations to the appropriate location post event Task.
• Places and retrieves posters, flyers, or other communication as needed.
• Conducts quarterly review of bulletin boards for compliance with postings.
• Provides logistical support to the Workforce and Career Development Team
• Maintains and orders supplies.
• Enters and tracks all purchase card requests, completing required forms and adhering to required policies and guidelines.
• Schedules and coordinates preparatory meetings with required staff as needed.
• Schedules and coordinates dry runs with presenter and other staff as needed.
• Develops and maintains standard operating procedures for logistics requirements.
• Answer telephones, take messages and triage phone calls. Quarterly downloads and maintains records from CDC Awards Submission Tool to shared drive.
• Serve as back up for other similar positions as assigned.
Education and/or Experience
• Associate degree or equivalent combination of education is preferred, but not required.
• 7 years of administrative assistance with at least 3 years of executive level support.
• Strong oral and written communication skills.
• Federal experience, especially CDC experience, is desired.
• Experience with MACCS1350, Conference Room Scheduling System, HHS Learning Portal, and other CDC systems are a plus.
Skills and Knowledge
• Knowledge and competency in Microsoft software such as Outlook, Word, PowerPoint, Excel, SharePoint, and Skype are required.
• Skill in communication techniques to gather and disseminate information and communicate problems and results; the ability to work well with others and manage multiple tasks.
• The ability to work in a diverse, flexible, deadline driven, government environment.
• The ability to handle contacts with internal and external constituents through a variety of situations with diplomacy and tact, in a professional, courteous, and helpful manner.
• Knowledge and competency in Adobe Pro are also a plus.
• Ability to produce a wide range of documents, such as graphs or tables within text, to edit/revise electronic submissions, and to edit/revise existing databases or spreadsheets.
• Strong organizational and analytic skills.
Salary commensurate with experience
Job Type: Full-time
Benefits:
• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance
Schedule:
• 8 hour shift
• Day shift
• Monday to Friday
Experience:
• calendaring coordination and travel planning: 3 years (Preferred)
• spreadsheets, graphs and tables: 3 years (Preferred)
• Executive administrative support: 3 years (Required)
• MACCS1350 & other CDC systems: 3 years (Preferred)
Work Location: Hybrid remote in Atlanta, GA
