Administrative Assistant Jobs

OVERVIEW: Responsibilities of this position are that of an Administrative Assistant for the WRAIR/NMRC Animal Care Project. These responsibilities include supporting all activities required for the proper care and maintenance of on-site animals. We expect the Administrative Assistant to be organized, forward-thinking, and creative in developing plans to enhance performance and value of the position. The Administrative Assistant will assist management in the efficient allocation of the budget; write and maintain reports; and develop and maintain an effective relationship with the client. This person is expected to be familiar with the day-to-day activities, personnel, and issues within the facilities. All employees are expected to perform their duties as assigned, arrive to work at 7:00am and depart at 3:30 pm (Mon- Fri). You may be required to work on the weekends, as needed. In addition, you may be expected to work extra hours during an emergency or if any unexpected situation arise until work is completed.
Primary Duties May Include The Following

• Assist in the administrative duties related to the purchase and receiving of animals and supplies
• Assist with the organization, collection, and preparation of VSP documents for Institutional site visits and inspections
• Revision and standardization of facility forms used by the animal facility if needed
• Perform administrative support to the program management with secretarial and clerical support to include answering the telephone, sorting and delivering mail, organizing and maintaining files, typing, editing, proof reading correspondence and reports, and all other receptionist duties
• The Administrative Assistant shall provide administrative support to the Veterinary Services Program (VSP) by assisting in the daily general administrative duties related to the animal use program
• Required to lift a minimum of 50 lbs.
• Follow safety procedures and QA/QC guidelines for animal care at all levels of biohazard containment
• Assist employees with in-processing and out-processing procedures specific to the WRAIR/NMRC contract site and maintain documentation
• Assist in the development of VSP SOPs and ensure they are revised and updated annually or as necessary
• Perform other duties as assigned
• Receiving all incoming orders for supplies, equipment and animals.
• Assist with collecting and compiling data for reports and taskers.
• Print cage cards for surgery, incoming animals, and animals born, or transferred
• Enter and retrieve data from the AMS databases
• Collect, store, and distribute regulatory documentation required by DoD regulation and local SOPs; process work using a word processor; working knowledge of database and spreadsheet operations and file management; work independently, according to deadlines; have strong interpersonal skills, ability to work with diplomacy and tact; have a high degree of attention to detail and excellent organizational skills; have strong verbal and written communication skills and good customer service skills
• Assisting Program Management in the efficient allocation of administrative resources
• Generate purchase requests, request for quotes, and communicating appropriate information to the ROB office; follow up on orders, inventories, and purchase requests
• Maintain documentation on testing to include, but not limited to, feed, water, lighting, sentinel, and other required testing data

Minimum Requirements

• Must attain and maintain access to work place as set forth by WRAIR/NMRC personnel, access and security requirements
• AS/BS is desired
• Must have experience in a laboratory animal facility or in an administrative role
• One-year experience working in an animal research facility is desired
• Must have computer proficiency ensure adaptability to new and facility specific software programs such as MS Office products, FileMaker, Adobe Acrobat, web browsers, and other commonly used programs
• Must maintain all contract requirements to include quality of work, occupational health (e.g., vaccinations) and training