Administrative Assistant, Philis Program

We are seeking a detail-oriented and analytical Data Analyst to provide administrative support while leveraging data analysis skills to enhance operational efficiency and decision-making within our organization. This unique role combines traditional administrative duties with data analysis responsibilities, offering an opportunity to contribute to both the administrative and analytical aspects of our operations. Specific tasks include:

General

Maintain program and staff contact information, emergency contact information, annual certifications, assist with security clearance records, resumes, reviews, training records, etc.

Document Control

Develop and enforce procedures for controlled program plans and SOPs. Includes H&S, QA, IT, Facilities, and other program plans and documentation.

Prepare draft documents for update, coordinate revision cycle, prepare and issue for PM approval.

Prepare and issue final documents for use.

Upload documents to SharePoint and create SharePoint tasks as necessary.

Upload documents to PHILIS NAS drive for backup and staff retrieval.

Maintain master list of SOPs.

Manage controlled forms process. Includes coordination of annual updates, interim changes, ensuring change control methods are followed. Prepare draft documents and provide to form owners for review. Coordinate approval process, prepare and issue final documents, create True PDF Forms as appropriate, maintain master list and ensure proper record keeping and archival.

SharePoint

Maintain file storage system and procedures.

Manage content, including upload of all official program SOPs, program plans, forms, tasks, calendars, reports, health & safety reports and records, QA reports and records.

Archive documents as necessary and manage revision control content.

Create and maintain staff "tasks" used to document that required items have been read and signed-off.

Monthly SOP & program document tasks report. Pull data from SharePoint and convert into report for task tracking compliance.

Ensure that all required program reports are uploaded and stored per contract requirements.

Provide training to internal staff and external (CSS and client) staff for use.

Coordinate with home-office IT as needed for access, updates, and interface issues; provide support as needed.

Data Packages

Developed procedures and documentation for program data package process.

Manage and maintain data package matrix / log.

Assign data package numbers, create narrative from staff requests, receive raw data and LIMS forms to compile into data reports.

Manage review and approval process, prepare final report package and issue internally and externally as appropriate. Upload all documentation to NAS drive for record keeping and upload to PHILISLab.org as needed.

Manage PHILISLab.org. Includes setting up user profiles, file structure for electronic deliverables, providing instruction for use, and management of content.

Experience:

Capabilities

• Ability to interact positively and build rapport with coworkers and external contacts.
• Ability to work independently and organize work in a manner that ensures accuracy and efficiency.
• Ability to handle multiple tasks simultaneously.
• Ability to work in a self-directed manner.

Qualifications

• 5 years Proven experience as an Administrative Assistant or in a similar role.
• Strong knowledge of MS Office applications (Word, Excel, PowerPoint), Sharepoint, document management.
• Excellent organizational and time management skills.
• Attention to detail.

CSS is predominantly a Federal Contractor and is subject to following the terms of Executive Orders. CSS requires all Employees (Direct, Indirect, government, state, and commercial), including employees working from home/remotely, to be fully vaccinated against COVID-19 or have an approved exemption. Exceptions to the COVID-19 vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the CSS HR Department.

CSS is an Equal Opportunity/Affirmative Action Employer who provides equal employment opportunities to all employees and applicants for employment without regards to race, color, religion, sex, gender identity, sexual orientation, pregnancy, national origin, age, disability, veteran status or genetic information. In addition to federal law requirements, CSS complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.