Administrative Assistant/Project Coordinator
Health, Environment, Analytics, Resilience, and Social (HEARS)
Health, Science, and Human Services (HS2)
Silver Spring, MD
Sr. Administrative Assistant/Project Coordinator
ICF is seeking an Administrative Assistant/Project Coordinator to support our Defense Health Agency (DHA) client in Silver Spring, MD. This is an on-site position that will work as part of a diverse team of psychological/behavioral health professionals, public health professionals, social workers, and Executive leaders to ensure the ongoing and timely execution of the client’s ongoing operations.
This position will support a variety of general administrative, office management, and project coordination duties, to include, but not be limited to:
- Schedule, plan for, and support logistics for weekly team meetings (setup/cancel/modify invites, send reminders, develop content as needed, track production of meeting content, set up meeting room, open audio lines, initiate VTC, print/distribute materials) and producing notes/minutes as necessary
- Maintain branch leadership schedule visibility, tracking, maintenance, reminders
- Track the execution of tasks assigned to team members and keep leadership up-to-date on status / progress
- Provide updates to team huddle meetings (remind leadership of key actions and topics that need to be discussed during these meetings)
- Support priority branch activities as needed
- Collect updates from team members to be included in bi-weekly news letters
- Collect updates from team members to be included in weekly Project Portfolio Review Meetings and provide the updates to branch Leadership
- Gather updates for weekly center staff meetings and send to branch Leadership
- Provide logistical support to branch staff as needed
- Assist new staff on-boarding (along with PMs and other team members)
- Track staff trainings (i.e., which team members have taken required trainings, who still has to complete required trainings).
- Maintain branch organization structure / personnel / contact information to be provided to other team members when necessary (roughly monthly updates)
- Manage phone lines and phone line requests
- Monitory staff to ensure they correctly maintain their individual availability status (e.g., telework, personal leave, sick leave, TDY, etc.) in the team's accountability calendar
- Tracking the status of client taskers and executive communications
- Bachelor's degree in Management, Communications, Business Administration or related field
- 6+ years of directly relevant / similar work experience
- 6+ years of demonstrated experience communicating and/or working with project managers and project team members to monitor the progress and status of projects, and developing project updates / status reports for senior leadership.
- Demonstrated experience performing general administrative and clerical duties in an office setting.
- A very strong eye and attention to detail to ensure external communications are direct, succinct, unambiguous, and free of grammatical errors
- Hands-on experience with MS Office suite.
- Ability to develop, maintain and manage distribution lists and calendars using MS Outlook
- Strong organizational and interpersonal skills with the upmost of professionalism in working as part of a diverse team of mental health professionals, public health professionals, and executive leaders.
- Strong verbal and written communication skills.
- Ability to work independently, yet maintain close communication and collaboration with federal leaders who are responsible for executing various mental health programs, initiatives, efforts, activities.
- Proactive, detail-oriented, independent, and fast learner with excellent problem solving skills with ability to analyze situations, identify existing or potential problems, and recommend solutions.
- Experience supporting DoD operations and activities
- Working knowledge of cultures, people, and communication styles across the range of services in the DoD and hierarchical levels.
- Prior project coordination in a DoD or federal government environment
- Prior experience working on a federal services contract
Working at ICF
Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth. If you’re seeking to make a difference in the world, visit www.icf.com/careers to find your next career. ICF—together for tomorrow.
ICF is an equal opportunity employer that values diversity at all levels. (EOE – Minorities/Females/ Protected Veterans Status/Disability Status/Sexual Orientation/Gender Identity)
Reasonable Accommodations are available for disabled veterans and applicants with disabilities in all phases of the application and employment process. To request an accommodation please email email@example.com and we will be happy to assist. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodations. Read more about non-discrimination: EEO is the law and Pay Transparency Statement.
Maryland Client Office (MD88)