Administrative Manager

Leidos•San Diego, CA

About The Position

Leidos 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 works independently on day-to-day department objectives, resolving complex or unclear problems that may require knowledge of U.S. military health research, human-subjects research, military and medical data sets, operational readiness and health, and U.S. Navy administrative procedures. The position gathers, records, tracks, and verifies information from multiple sources; develops recommendations and solutions; and identifies risks for leadership review. The role coordinates department administration, research documentation, meetings, purchases, travel, support agreements, and proposal submissions. It also supports research staff with data entry and data-quality checks, prepares project updates, and ensures compliance with research protocols and regulatory requirements, including HIPAA and PHI privacy standards. The Administrative Manager supervises direct reports, coaches and reviews lower-level professionals, and supports other department and directorate tasks as needed for the customer mission. The position is based at the Naval Health Research Center in San Diego, CA; the posting also requires the ability to travel within the United States and internationally.

Requirements

Bachelor’s degree in human resources, health care, business administration, science, or a related field.
At least 4 years of administrative support experience 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, with the ability to communicate effectively and professionally with colleagues, leadership, vendors, and collaborators.
Excellent attention to detail; self-starter; able to respond effectively to multiple priorities and maintain effective systems for communication, tracking, and follow-up.
Strong critical-thinking and problem-solving skills and 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 United States 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 experience providing administrative support to 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; take and distribute 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 administrative processes and solutions, communicate them through meetings and training, ensure adherence, and update processes as needed.
Lead team meetings when required and bring together information from participants.
Edit Institutional Review Board (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, ensure edits are incorporated, and submit and track documents in the electronic Authored Works system; coordinate with command editors and reviewers to support timely approvals.
Review department purchase requests, clarify needs with staff, determine whether purchases will be made on contract or in-house, prepare requests, obtain approvals, track purchases and receipt of goods, and maintain inventory and barcoding records.
Process support agreement requests by confirming required information, submitting requests in the electronic system, and tracking approvals.
Review travel requests, provide cost analyses and feedback, edit documents as needed, submit requests for approval, track them, and communicate approvals or rejections to travelers.
Organize department drives; develop standard operating procedures (SOPs) and manuals of procedures (MOPs); track research projects and update trackers.
Communicate with EDMS colleagues, 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 principal investigators 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.
Perform other tasks and duties with department and directorate staff as needed for the customer mission.
Model Leidos Values and uphold the Leidos Code of Conduct.