Project Assistant / Coordination Support
Kikiktagruk Inupiat Corporation•Falls Church, VA
•Onsite
About The Position
This position provides administrative, project coordination, scheduling, reporting, records management, and organizational support for Defense Health Agency (DHA) Facilities Enterprise healthcare facility projects. The selected candidate will support Military Construction (MILCON), Unspecified Minor Military Construction (UMMC), healthcare modernization, Initial Outfitting and Transition (IO&T), and special project initiatives by assisting project managers and technical staff with project documentation, communications, meeting coordination, reporting, and project tracking activities. This position plays a critical role in ensuring project information is organized, accurate, and available to support successful project execution. This position is contingent upon contract award.
Requirements
- Minimum five (5) years of experience providing project coordination, project administration, executive support, or related professional services.
- Experience supporting planning, programming, design, construction management, engineering, healthcare, federal government, or related projects.
- Experience supporting multidisciplinary project teams and multiple concurrent projects.
- Strong administrative, organizational, and project coordination skills.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Ability to prepare professional reports, correspondence, meeting minutes, and presentations.
- Knowledge of records management and document control practices.
- Ability to maintain confidential and sensitive information.
- Ability to learn DHA systems, processes, and project management tools.
- Strong customer service and interpersonal skills.
- Ability to work independently while supporting multiple project teams.
- Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
- Must be eligible to obtain and maintain any required credentials, clearances, licenses, or authorizations associated with the worksite or contract.
Nice To Haves
- Associate degree in Business Administration, Project Management, Construction Management, Communications, or related field preferred.
- Experience supporting Department of Defense, federal government, healthcare, architecture, engineering, or construction projects preferred.
- Familiarity with project management software, scheduling tools, and collaboration platforms preferred.
- Certified Administrative Professional (CAP) or equivalent preferred.
- Valid driver's license preferred.
Responsibilities
- Provide administrative and project coordination support to DHA Facilities Enterprise project teams.
- Coordinate and schedule meetings, teleconferences, site visits, workshops, and project reviews.
- Prepare meeting agendas, attendance records, meeting minutes, action item logs, and follow-up correspondence.
- Maintain project schedules, tracking tools, issue logs, status reports, and project documentation.
- Assist with preparation of weekly, monthly, and ad hoc project reports, presentations, and briefings.
- Support project records management activities, including document filing, indexing, archiving, and retrieval.
- Maintain project correspondence, distribution lists, contact databases, and document control systems.
- Coordinate collection and consolidation of project information from project managers, technical staff, consultants, contractors, and stakeholders.
- Track project deliverables, milestones, action items, and deadlines to support timely project execution.
- Assist with travel coordination, meeting logistics, and project event planning.
- Support quality control documentation and contract reporting requirements.
- Assist with project closeout documentation and historical records retention activities.
- Support onboarding, staffing reports, and administrative requirements associated with contract personnel.
- Ensure project files and records comply with DHA, Department of Defense, and contract requirements.
- Frequent interaction with Government personnel, project managers, healthcare stakeholders, architects, engineers, contractors, and consultants.
- Occasional travel to project meetings, military treatment facilities, and project sites.
- Review reports, schedules, spreadsheets, correspondence, and technical documentation.
- Other duties as assigned.
Benefits
- Medical, Dental, and Vision Insurance
- 401k with Match
- Life and ADD Coverage
- Short and Long Term Disability
- Paid Time Off and Holidays
- Education Assistance/Tuition Reimbursement
- Employee Assistance Program
- Employee Discount Program
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
