Administrative Assistant

Location TX - Fort Sam Houston

Job Code 12078

# of openings 1

Apply Now (https://phg.tbe.taleo.net/phg04/ats/careers/v2/applyRequisition?org=AKIMEKATECH&cws=43&rid=12078)

The Alaka’ina Foundation Family of Companies (FOCs) is looking for an Administrative Assistant to support our government customer located at Fort Sam Houston, Texas.

DESCRIPTION OF RESPONSIBILITIES :

• Assist in submitting manuscripts, posters, and abstracts to relevant institutional departments for OPSEC approvals.

• Coordinate arrangements, scheduling and agenda preparation for seminars and meetings.

• Maintain electronic or hard copy records, binders, files or databases.

• Facilitate coordination and communication with such agencies as USAMRDC, universities, private businesses, government institutions and professional societies.

• Provide support services including, communications, printing, library or publication services, mail, transportation, and records and coordinates video and audio teleconferencing.

• Provide travel coordination.

• Provide travel support for DoD meetings (conference and non-conference).

• Confirm conference approval through USAMRDC conference manager.

• Compile meeting invitations, agendas, and confirm funding source(s).

• Assist with DTS authorizations for all sponsored attendees to estimate travel costs and book travel arrangements for review and approval.

• Create conference request packets for submission in accordance with applicable timeframes to include: Research Management System (RMS) or equivalent TDY requests, USAMRDC TDY requests, non-DoD conference request memorandum, and conference agenda).

• Create an all-inclusive travel folder with itinerary document, meeting agendas, and all other relevant travel information and provide to attendees.

• Provide OCONUS travel support.

• Prepare conference request packet and OCONUS Country Clearance packets to include: USAMRDC Form 55-46, force protection plan, ISOPREP/PRO-file certificate, AT, SERE, and TARP training certificates, flight itinerary, and DA Form 31 (if trip included leave time).

• Assist with drafting final conference approval memorandum after legal approval, upload all supporting documentation in DTS, and confirm ticketing.

• Assemble an all-inclusive travel folder with itinerary document, meeting agendas, and all other relevant travel information and provide to attendees.

• Compile airfare, hotel, and all other receipts and create DTS voucher with supporting documentation upon return and forwards all documentation appropriately.

• Participate in a variety of meetings, workshops and/or trainings for the purpose of scheduling and agenda preparation, receiving information, and recording minutes.

• Photocopy, scan and fax documents as requested.

• Comply with all Department of Defense, U.S. Army, USAISR and other governmental regulatory requirements with special emphasis on safety and security.

• Other duties as assigned.

  REQUIRED DEGREE/EDUCATION/CERTIFICATION :

  At least a high-school diploma or GED.

  REQUIRED SKILLS AND EXPERIENCE :

• Must have knowledge of personal computer (PC) operations and office automation applications (spreadsheets, word processing, graphics, database management, communication packages).

• Must be proficient in the use of the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Access).

• Must have experience with DTS (Defense Travel System).

• Two to three (2-3) years of related administrative experience.

  REQUIRED CITIZENSHIP AND CLEARANCE :

• Must be a U.S. Citizen.

• Must be able to pass a National Agency Check with Inquiries (NACI).

  The Alaka`ina Foundation Family of Companies (FOCs) is a fast-growing government service provider. Employees enjoy competitive salaries. Eligible employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement; paid time off; and 11 paid holidays.

  We are an Equal Opportunity/Affirmative Action Employer of individuals with disabilities and veterans. We are proud to state that we do not discriminate in employment decisions on the basis of race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status. If you are a person with a disability and you need an accommodation during the application process, please click here (recruiter@alakaina.com?subject=Request%20for%20accommodation.) to request accommodation. We E-Verify all employees.

  The Alakaina Foundation Family of Companies (FOCs) is comprised of industry-recognized government service firms who are designated as Native Hawaiian Organization (NHO)-Owned and fall into the respective categories of standard Small Business, 8(a) certified Small Disadvantaged Business (SDB), and HUBZone. The FOCs includes Keaki Technologies, Laulima Government Solutions, Kūpono Government Services, Kāpili Services, and Pookela Solutions. Alakaina Foundation activities under the 501(c)3 principally benefit the youth of Hawaii through charitable efforts which includes providing innovative educational programs that combine leadership, science & technology, and environmental stewardship.

  For additional information please visit www.alakainafoundation.com/careers

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