Administrative Assistant - Onsite

MPF Federal•San Diego, CA

19h•Onsite

About The Position

MPF Federal, LLC seeks an Administrative Assistant to support clinical research efforts. This role includes assisting with daily operations, managing communications, coordinating meetings, and maintaining records. The office requiring support conducts ongoing, laboratory-based surveillance of US military populations in unique environments to quantify and study the etiology of infectious illnesses. Test specimens are collected from ongoing surveillance programs and from special investigations of febrile illnesses and pneumonia among military personnel or civilians (recruits, forces afloat, deployed forces, outbreaks of concern, and border populations). In addition to the utilization of portable, rapid assay technologies to identify pathogens in the field, test specimens and limited epidemiologic data, when approved by the Institutional Review Board (IRB), are provided to the laboratory where diagnostics and, in some instances, in-depth pathogen characterization is conducted. Results are provided to sponsors, the Armed Forces Health Surveillance Center, local investigators and collaborators, and, when applicable, county health units to guide proper responses that ultimately affect both the readiness of US forces and the safety of public health.

Requirements

Minimum of 2 years of administrative support experience, preferably in a healthcare, research, or military environment.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong organizational skills, attention to detail and time management.
Excellent written and verbal communication skills.
Ability to work independently and collaboratively in a team environment.
Demonstrated ability to manage multiple tasks and prioritize effectively.
Must be a US citizen with the ability to obtain a favorable T3/Secret Clearance.

Nice To Haves

An associate or bachelor’s degree in business administration, public health, or a related field is preferred.
Familiarity with military protocols and culture is preferred.

Responsibilities

Provide administrative support to the Program Manager and team, including scheduling meetings, managing calendars, and preparing agendas.
Coordinate travel arrangements and logistics for military and civilian staff, ensuring compliance with relevant regulations and policies.
Assist in the preparation and submission of correspondence, reports, and presentations.
Support logistical and administrative tasks to help the department meet its mission, with final approval from GS or military personnel.
Provide technical and editorial support and assist with the oversight of correspondence, logistics, facilities, and filing, subject to final GS or military approval.
Offer research and general administrative support to prepare and edit routine correspondence and perform both routine and specialized administrative duties. Correspondence will be processed by GS or military personnel.
Maintain accurate and organized files, both electronic and paper-based, related to operational projects and activities.
Assist in tracking and monitoring project milestones, deliverables, and timelines.
Act as a point of contact for internal and external inquiries related to operations and providing timely and accurate information.
Facilitate communication among military, civilian, and contractor staff, ensuring all team members are informed of project status and updates.
Organize and coordinate team meetings, including logistics, documentation, and follow-up on action items.
Assists in meeting preparation by organizing materials, creating agendas, and recording minutes.
Follows up on action items as required.
Support the collection and input of data relevant to operational projects.
Assist in generating reports, summaries, and presentations for leadership and stakeholders.
Ensure adherence to organizational policies and procedures in all administrative tasks.
Assist in maintaining compliance with health and safety regulations.
Assists with ordering supplies, tracking inventory, and managing procurement requests to meet operational needs.
Performs other duties as directed by their supervisor.