Administrative Assistant Contracts Department

The Administrative Assistant will complete a wide variety of tasks to support the daily operations of the contracts and procurement office.

• General Proofreading.
• Uploads files into SharePoint, adding metadata as appropriate.
• Assists team in preparation of Power Point presentations.
• File maintenance.
• Develop templates for numerous types of documents.
• Compliance matrix completion.
• Research relevant topics as directed by management.
• Maintain tracking logs for contracts, subcontracts, NDAs, and modifications.
• Systems and data entry.
• Ensure accuracy of contract values, funding data, and key fields in systems.
• Assist in preparing contract briefs, summaries, and documentation packages.
• Maintain confidentiality and proper handling of sensitive and controlled information.
• Interface with Program Management, Finance, and Procurement teams for document collection and status updates.
• Ensure adherence to internal procedures for document control and record retention.
• Support Corporate Management with day-to-day administrative tasks.

• Associate’s degree in related field is highly preferred
• At least 2 years of relevant experience

KNOWLEDGE AND SKILL REQUIREMENTS

• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Proactive and independent with the ability to take initiative.
• Excellent time management skills with a proven ability to meet deadlines.
• Extremely Proficient with Microsoft Office Suite.
• Attention to detail and accuracy.
• Strong organizational and time management skills.
• Team oriented with a proactive, support-focused mindset.

III. ESSENTIAL FUNCTIONS OF THE POSITION

• PHYSICAL REQUIREMENTS

Must be physically able to write, operate office equipment including computers, calculators, telephones, etc. and effectively communicate with clients, co-workers, and supervisors.

• WORK ENVIRONMENT

• EQUIPMENT AND MACHINES INVOLVED IN WORK TASK

Knowledge and skills using Microsoft Office products is required.

• CRITICALITY OF ATTENDANCE

Regular daily attendance is required to maintain office effectiveness.