Administrative Manager
About The Position
Leidos’ Health and Services Sector, Behavioral Health and Readiness Business Area, is hiring an Administrative Manager for the Operational Readiness Directorate at the Naval Health Research Center in San Diego, California. The role provides research administration support to the Epidemiology and Data Management Support Department (EDMS). The manager handles department calendars and inboxes; coordinates approvals for purchases, travel, authored works, support agreements, and other documents; updates IRB protocols and SOPs; organizes meetings and visits; records and distributes minutes; maintains trackers; and coordinates proposal submission packages. The position works independently on day-to-day department objectives and may address unclear or complex problems requiring an understanding of U.S. military health research topics, including military and medical data sets, human-subjects research, operational readiness and health, and U.S. Navy administrative procedures. The role gathers and verifies information from multiple sources, analyzes issues, develops recommendations and solutions, and elevates risks to leadership. It also supervises direct reports, coaches and reviews lower-level professionals, and supports other department and directorate duties as needed for the customer mission.
Requirements
- Bachelor’s degree in human resources, health care, business administration, science, or a related field, plus at least 4 years of administrative support for department leadership or higher.
- Must be a U.S. citizen.
- Must be able to obtain and maintain a Secret Clearance.
- Expertise in Microsoft 365, including Word, Excel, PowerPoint, and Outlook, and Microsoft Teams.
- Strong verbal and written communication skills and the ability to communicate professionally with colleagues, leadership, vendors, and collaborators.
- Excellent attention to detail; self-starter; ability to respond effectively to multiple priorities and use effective systems for communication, tracking, and follow-up.
- Excellent critical thinking and problem-solving skills, with the ability to work cooperatively with onsite and offsite personnel.
- Experience supervising direct reports or teams.
- Flexibility in responding to changing demands, timelines, and priorities.
- Ability to travel within the U.S. and internationally.
Nice To Haves
- Active Secret Clearance.
- Experience in an administrative role at a U.S. Navy command.
- Experience in an administrative role in a research setting.
- Demonstrated administrative experience supporting active-duty military officers and government civilian leadership, such as GS-14 and above.
Responsibilities
- Schedule meetings and visits for department and directorate leadership and manage Outlook and Teams calendars.
- Attend team, department, directorate, and command meetings and take and distribute meeting minutes for department leadership, including Science Investigator’s meetings, Executive Steering Committee meetings, and Captain’s Calls.
- Keep the EDMS Department informed of current command requirements; develop solutions for department administrative requirements and processes, communicate them through meetings and training, ensure adherence, and update processes as needed.
- Lead team meetings when required and bring together relevant information.
- Edit IRB protocols in the electronic IRB system, advise research teams on protocol best practices, and manage protocol and associated-document submissions.
- Receive and edit technical and scientific documents, return edits to authors, verify that edits are made, and submit and track documents in the electronic Authored Works system; coordinate with command editors and reviewers to support timely approvals.
- Obtain and review department purchase requests, ensure needs are captured, determine whether purchases will be made on contract or in-house, prepare requests, obtain approvals, track purchases and receipt of goods, maintain inventory, and ensure required items are barcoded.
- Receive and review support agreement requests, ensure required information is captured, submit requests in the electronic system, and track approvals.
- Review travel requests, provide cost analysis and feedback, edit documents as needed, submit requests for electronic approval, track them, and communicate approvals or rejections to travelers.
- Organize department drives, develop SOPs and manuals of procedures, track department research projects, and update trackers.
- Communicate with EDMS team members, directorate and command personnel, and external academic, industry, and military collaborators.
- Assist research staff with data entry and data quality checks as needed.
- Prepare and deliver project status reports and updates to PIs and other department, directorate, and contract professionals.
- Ensure compliance with research protocols and regulatory standards, including HIPAA and PHI privacy standards.
- Ensure tasks are completed on time to meet mission requirements.
- Supervise direct reports and coach and review the work of lower-level professionals.
- Work with department and directorate staff on other tasks and duties as needed for the customer mission.
- Model Leidos Values and uphold the Leidos Code of Conduct.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
