Employer: RAND Corporation
Location: Washington, District of Columbia, United States
Job ID: 4044
Overview of RAND
The RAND Corporation is a research organization that develops solutions to public policy challenges to help make communities throughout the world safer and more secure, healthier and more prosperous. RAND’s research and analysis address issues that impact people everywhere, including security, health, education, sustainability, growth, and development. Headquartered in Santa Monica, California, RAND has approximately 1,700 people from more than 45 countries working in offices in North America, Europe and Australia, with annual revenues of more than $260 million.
RAND is nonprofit, nonpartisan, and committed to the public interest. Our research is sponsored by government agencies, foundations, other nonprofit organizations, and the private sector. We rely on philanthropic support to reach beyond the scope of client-sponsored work to tackle questions that may be too big, too complex, or too new for our clients to address. RAND values objectivity and integrity in both its research processes and internal interactions. We emphasize a collegial environment that respects the contributions and dignity of all staff.
Position Description
RAND is seeking an Administrative Assistant to provide complex administrative support to the Director, Corporate Security & Safety (SEC). In addition, the candidate will perform tasks to support SEC and the Washington Office (WO) Security & Safety Manager and team.
Under limited supervision, the successful candidate will
- perform administrative duties using standard policies, procedures, and guidelines
- protect sensitive and classified information
- coordinate and maintain the Director’s and WO Security & Safety Manager’s calendars, confirm weekly agendas in advance and proactively handle changes in scheduling
- initiate, draft, and edit correspondence from verbal outlines
- represent Security & Safety with a positive attitude and presence to RAND staff, clients, visitors and senior government officials
- coordinate meeting schedules; schedules and plan meetings with staff, high ranking officials and clients
- plan and coordinate events, including outside vendor coordination, facilities, and facilitators
- assist in planning and preparation of corporate and WO budget
- maintain budget for the Corporate Security & Safety Department as well as WO Security & Safety; maintain spreadsheet of monthly purchases
- review and submit travel expenses as well as department invoices for payment; initiate AFPs, POs, and check requests
- obtain and collaborate incoming task results from direct reports and present to Director
- assist Director to provide Incident Command Team (ICT) support during crises and provide daily administrative and logistical functions in support of RAND’s crisis response/business continuity program to include maintaining SharePoint site
- organize and maintain metrics and statistics to include information from the Security & Safety Helpdesk; using advanced Excel skills, including formulas, update statistics to provide current data to Director for briefings and reports; draft monthly report and periodic reports for Director
- develop security & safety knowledge to resolve problems and direct calls as needed to team members for response and action
- serve as a backup for security functions such as sending and receiving clearances, creating access badges, and other duties as tasked
- coordinate and prepare domestic and international travel arrangements
- maintain corporate and site specific files
- perform duties as webmaster maintaining Security & Safety website
- use and integrate software applications in managing and completing workload tasks
- take minutes at meetings and prepare reports for attendees; create briefing materials
- assist with or at times coordinate security related projects as tasked
- handle other projects and provide administrative support as required
- overtime may be required
Specific duties and position responsibilities for the SEC Administrative Assistant in the Washington Office:
Arranges meetings for Director as requested
Accepts or reject meeting invites for Director
Looks ahead to determine if the Director will be out of the office or on travel, then reschedule or cancel meetings as required
Coordinates with the meeting host prior to changing any meetings
Answers Director’s phone when the Director is otherwise occupied
Takes messages
Arranges for call backs
Provide Support to Director as required
Attends Admin Assistant meetings in WO
Attends WO Security & Safety staff meetings
Ensures the Director is aware of meetings and phone calls so as to be on time
Tests the conference call in number prior to the start of the meeting
Coordinates and schedules meetings, ensuring the size of the room is commensurate with the number of attendees
Coordinates with Facilities and IS for applicable meeting/AV support
Takes minutes of meetings when in attendance
Prepares for FFRDC Meeting
Notes are up to date for the pre-meeting at least 2 days prior to the prep meeting
Prepares for and follows up after SMG Meeting
Prepares an agenda and distributes at least one day prior to the meeting
Within four days after the meeting, distributes draft minutes to include assigned action items, (assignee and due date) to attendees for comment
Assigns tasks in SharePoint to appropriate individuals
Within seven days after the meeting, distributes the final minutes via email to attendees
Tracks the action items and provide periodic updates to the SMG until it is complete
Notifies Security Managers to update their weekly, monthly, and quarterly activities on the Security SharePoint site.
Annotate when Managers do not update as required
Weekly: POI report looking for expected end dates and citizenship updates, review segue tasks and resolve any past due, review help desk tickets and resolve past due
Monthly: Mangers send out notices to hosts for the following month’s expected end dates on the POI report, conduct monthly sat phone test, provide input to the FFRDC, update EOM stats, update Eagle eye stats
Quarterly: Conduct EEI, update BCP
Updates Security & Safety organization chart when changes occur
Provides the draft chart for review prior to sending for posting
Updates Security & Safety email aliases when changes occur to ensure they are accurate
Aliases include but are not limited to: sec.east, sec.west, secnotify, ICT (Corp and individual sites)
Maintains Security & Safety Contact List and distributes to staff as updates occur
Maintains history of personnel list (start and end dates, positions backfilled, etc.)
Updates RAND staff Directory as needed
Validates proposed input with each site manager prior to submittal
Updates IC hand books quarterly or as needed
updates the SharePoint site and the email alias
distributes the updated thumb drives, the ICT cards, and the org charts
Reviews the changes with the BCP manager prior to posting or distributing
Maintains Incident Command Team page on Security & Safety SharePoint site
Updates BCP books and thumb drives for the WO
Arranges Director’s travel
Submits Travel Authorization
Ensures TA is approved prior to the trip
Prepares requisitions for Director’s signature and submits to Purchasing
Prepares invoices
Ensures correct PTN, expenditure type, and PO (if there is a PO for the vendor) is recorded
Ensures the information is entered in ET
Obtains the Director’s signature
Forwards items to Accounting.
Tracks all Security & Safety expenditures (TAs, credit card purchases, invoices, etc.)
Maintains copies of submissions
Ensures purchases have been allocated correctly
Participates in annual budget preparation as requested by Director
Orders WO office supplies, business cards, etc.
Informs staff of PTN (Project Task Number) labor charges (percentages, annual letter, etc.)
Serves as iSOS Point of Contact
Maintains workbook for EOM statistics
Ensures formulas are accurate
Ensures data is entered
Qualifications
-Demonstrated independent judgment and decision making skills
- Demonstrated ability as a proactive problem solver; must have motivation and self initiative
- Advanced knowledge of MS Word, Access, Excel and PowerPoint; understanding of Microsoft Project software preferred
- Good oral and written communication skills
- Ability to maintain clear thinking during crises and assist as needed
- Ability to learn and become proficient using standard Security software tools (JPAS, SharePoint, ITSM7, LENEL, Eqip, etc.)
- Ability to set up VTC equipment and electronic meetings using Adobe Connect or other data conference software
- Strong organizational skills required
- Experience as a proven team player and effective in role as technical resource
- Demonstrated ability to take initiative where appropriate, working independently and/or as part of a team
- Demonstrated ability to exercise good customer service, tact, courtesy, and good judgment in working with all levels of staff, DoD officials and outside clients
- Demonstrated ability to maintain equilibrium and focus in a demanding, fast-paced work environment
Education Requirements
High school degree required; BS/BA preferred
Experience
Minimum five years administrative assistant experience.
Security Clearance
Must have a current and transferable U.S. government SECRET security clearance.
How to Apply
http://is.gd/mgEVeR
Location: Washington, District of Columbia, United States
Job ID: 4044
Overview of RAND
The RAND Corporation is a research organization that develops solutions to public policy challenges to help make communities throughout the world safer and more secure, healthier and more prosperous. RAND’s research and analysis address issues that impact people everywhere, including security, health, education, sustainability, growth, and development. Headquartered in Santa Monica, California, RAND has approximately 1,700 people from more than 45 countries working in offices in North America, Europe and Australia, with annual revenues of more than $260 million.
RAND is nonprofit, nonpartisan, and committed to the public interest. Our research is sponsored by government agencies, foundations, other nonprofit organizations, and the private sector. We rely on philanthropic support to reach beyond the scope of client-sponsored work to tackle questions that may be too big, too complex, or too new for our clients to address. RAND values objectivity and integrity in both its research processes and internal interactions. We emphasize a collegial environment that respects the contributions and dignity of all staff.
Position Description
RAND is seeking an Administrative Assistant to provide complex administrative support to the Director, Corporate Security & Safety (SEC). In addition, the candidate will perform tasks to support SEC and the Washington Office (WO) Security & Safety Manager and team.
Under limited supervision, the successful candidate will
- perform administrative duties using standard policies, procedures, and guidelines
- protect sensitive and classified information
- coordinate and maintain the Director’s and WO Security & Safety Manager’s calendars, confirm weekly agendas in advance and proactively handle changes in scheduling
- initiate, draft, and edit correspondence from verbal outlines
- represent Security & Safety with a positive attitude and presence to RAND staff, clients, visitors and senior government officials
- coordinate meeting schedules; schedules and plan meetings with staff, high ranking officials and clients
- plan and coordinate events, including outside vendor coordination, facilities, and facilitators
- assist in planning and preparation of corporate and WO budget
- maintain budget for the Corporate Security & Safety Department as well as WO Security & Safety; maintain spreadsheet of monthly purchases
- review and submit travel expenses as well as department invoices for payment; initiate AFPs, POs, and check requests
- obtain and collaborate incoming task results from direct reports and present to Director
- assist Director to provide Incident Command Team (ICT) support during crises and provide daily administrative and logistical functions in support of RAND’s crisis response/business continuity program to include maintaining SharePoint site
- organize and maintain metrics and statistics to include information from the Security & Safety Helpdesk; using advanced Excel skills, including formulas, update statistics to provide current data to Director for briefings and reports; draft monthly report and periodic reports for Director
- develop security & safety knowledge to resolve problems and direct calls as needed to team members for response and action
- serve as a backup for security functions such as sending and receiving clearances, creating access badges, and other duties as tasked
- coordinate and prepare domestic and international travel arrangements
- maintain corporate and site specific files
- perform duties as webmaster maintaining Security & Safety website
- use and integrate software applications in managing and completing workload tasks
- take minutes at meetings and prepare reports for attendees; create briefing materials
- assist with or at times coordinate security related projects as tasked
- handle other projects and provide administrative support as required
- overtime may be required
Specific duties and position responsibilities for the SEC Administrative Assistant in the Washington Office:
Arranges meetings for Director as requested
Accepts or reject meeting invites for Director
Looks ahead to determine if the Director will be out of the office or on travel, then reschedule or cancel meetings as required
Coordinates with the meeting host prior to changing any meetings
Answers Director’s phone when the Director is otherwise occupied
Takes messages
Arranges for call backs
Provide Support to Director as required
Attends Admin Assistant meetings in WO
Attends WO Security & Safety staff meetings
Ensures the Director is aware of meetings and phone calls so as to be on time
Tests the conference call in number prior to the start of the meeting
Coordinates and schedules meetings, ensuring the size of the room is commensurate with the number of attendees
Coordinates with Facilities and IS for applicable meeting/AV support
Takes minutes of meetings when in attendance
Prepares for FFRDC Meeting
Notes are up to date for the pre-meeting at least 2 days prior to the prep meeting
Prepares for and follows up after SMG Meeting
Prepares an agenda and distributes at least one day prior to the meeting
Within four days after the meeting, distributes draft minutes to include assigned action items, (assignee and due date) to attendees for comment
Assigns tasks in SharePoint to appropriate individuals
Within seven days after the meeting, distributes the final minutes via email to attendees
Tracks the action items and provide periodic updates to the SMG until it is complete
Notifies Security Managers to update their weekly, monthly, and quarterly activities on the Security SharePoint site.
Annotate when Managers do not update as required
Weekly: POI report looking for expected end dates and citizenship updates, review segue tasks and resolve any past due, review help desk tickets and resolve past due
Monthly: Mangers send out notices to hosts for the following month’s expected end dates on the POI report, conduct monthly sat phone test, provide input to the FFRDC, update EOM stats, update Eagle eye stats
Quarterly: Conduct EEI, update BCP
Updates Security & Safety organization chart when changes occur
Provides the draft chart for review prior to sending for posting
Updates Security & Safety email aliases when changes occur to ensure they are accurate
Aliases include but are not limited to: sec.east, sec.west, secnotify, ICT (Corp and individual sites)
Maintains Security & Safety Contact List and distributes to staff as updates occur
Maintains history of personnel list (start and end dates, positions backfilled, etc.)
Updates RAND staff Directory as needed
Validates proposed input with each site manager prior to submittal
Updates IC hand books quarterly or as needed
updates the SharePoint site and the email alias
distributes the updated thumb drives, the ICT cards, and the org charts
Reviews the changes with the BCP manager prior to posting or distributing
Maintains Incident Command Team page on Security & Safety SharePoint site
Updates BCP books and thumb drives for the WO
Arranges Director’s travel
Submits Travel Authorization
Ensures TA is approved prior to the trip
Prepares requisitions for Director’s signature and submits to Purchasing
Prepares invoices
Ensures correct PTN, expenditure type, and PO (if there is a PO for the vendor) is recorded
Ensures the information is entered in ET
Obtains the Director’s signature
Forwards items to Accounting.
Tracks all Security & Safety expenditures (TAs, credit card purchases, invoices, etc.)
Maintains copies of submissions
Ensures purchases have been allocated correctly
Participates in annual budget preparation as requested by Director
Orders WO office supplies, business cards, etc.
Informs staff of PTN (Project Task Number) labor charges (percentages, annual letter, etc.)
Serves as iSOS Point of Contact
Maintains workbook for EOM statistics
Ensures formulas are accurate
Ensures data is entered
Qualifications
-Demonstrated independent judgment and decision making skills
- Demonstrated ability as a proactive problem solver; must have motivation and self initiative
- Advanced knowledge of MS Word, Access, Excel and PowerPoint; understanding of Microsoft Project software preferred
- Good oral and written communication skills
- Ability to maintain clear thinking during crises and assist as needed
- Ability to learn and become proficient using standard Security software tools (JPAS, SharePoint, ITSM7, LENEL, Eqip, etc.)
- Ability to set up VTC equipment and electronic meetings using Adobe Connect or other data conference software
- Strong organizational skills required
- Experience as a proven team player and effective in role as technical resource
- Demonstrated ability to take initiative where appropriate, working independently and/or as part of a team
- Demonstrated ability to exercise good customer service, tact, courtesy, and good judgment in working with all levels of staff, DoD officials and outside clients
- Demonstrated ability to maintain equilibrium and focus in a demanding, fast-paced work environment
Education Requirements
High school degree required; BS/BA preferred
Experience
Minimum five years administrative assistant experience.
Security Clearance
Must have a current and transferable U.S. government SECRET security clearance.
How to Apply
http://is.gd/mgEVeR