JASON Department Administrative Assistant (Joint and Services Center)

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MITRE is different from most technology companies.

We are a not-for-profit corporation chartered to work for the public interest, with no commercial conflicts to influence what we do.

The R&D centers we operate for the government create lasting impact in fields as diverse as cybersecurity, healthcare, aviation, defense, and enterprise transformation.

We're making a difference every day-working for a safer, healthier, and more secure nation and world.

Our workplace reflects our values.

We offer competitive benefits, exceptional professional development opportunities, and a culture of innovation that embraces diversity, inclusion, flexibility, collaboration, and career growth.

If this sounds like the choice you want to make, then choose MITRE-and make a difference with us.

The JASON Program office manages and oversees the activities of the JASON Advisory Group.

JASON is a highly select, independent group of academic scientists that advises the United States government on matters of science and technology, particularly on matters relating to national security.

Roles and Responsibilities: Admin Duties * Maintain calendar of department level events as well as the daily scheduling of the Director, which entails the ability to prioritize and coordinate a vast number of requirements and demands.

* Receive, screen, prioritize and direct incoming departmental calls, visitors, physical mail, and email.

* Plan, coordinate, and support a variety of division and department level meetings.

Duties will include preparing agendas and presentations, posting read-ahead materials, arranging various types of meeting venues, completing catering orders, arranging audio-visual (CAVS) and facility requirements, providing set-up assistance for Teams Meeting or VTCs, organizing the content for these structured meetings for future use and historical purposes, taking and sharing meeting notes as requested.

* Manage departmental travel arrangements and approvals to include general travel, security forms, coordination with the visiting location, and alternative arrangements when plans change.

* Maintain and manage departmental action-tracker * Perform data entry, manage, monitor and maintain various software management tools * Assist with the management, updating and maintenance of departmental websites.

This includes adding/consolidating pages as needed, content updates, program news and events and business calendar, organizing and updating document repositories.

* Provide various forms of correspondence including formal MITRE letters and memos, confidential documents, briefings, and other documents to support the business based on MITRE standards.

* Develop a strong sense of ongoing activities and the interdependencies among assignments, meetings, and products to prioritize work effectively and efficiently and be able to anticipate commitments and requirements as needed.

* Demonstrate proactive initiation and follow-through on a broad range of administrative duties * Manage and maintain all department confidential files, records, organization charts and significant event roasters.

* Assess and improve administrative processes as needed.

Maintain state-of-the-art knowledge of MITRE's administrative support systems, policies and processes.

This requires engagement in corporately supported productivity and collaboration capabilities.

* Fulfill the role of Timecard Coordinator for department level staff, which includes bi-weekly submissions and monitoring for daily timecard compliance.

Review weekly department compliance reports and provide the statistics to the Director.

* Track other department level reports to include compliance reports as needed.

* Maintain departmental property inventory, and serve as the point of contact for the department property audits * Interact effectively with customers to acquire building badges, computer accounts and access for MITRE staff.

* Track major JASON milestones and deadlines as required.

* Maintain cognizance of location of staff; respond to phone calls about schedules and whereabouts, coordinate communication with the team when there is critical or important need.

* Arrange for purchasing of office supplies and other necessities as required.

* Willingness to travel up to 4 months to La Jolla to support and be a POC to 70 consultants, while supporting a smaller site staff in VA the remainder of the year.

Security Duties * Safeguarding PII and classified documentation.

* Assist with the security processes of control and accountability.

* Assist with other administrative security-related duties as assigned by the appropriate security practitioners.

Basic Qualifications: * Typically, requires a minimum of 2-4 years of related experience with a High School Diploma or Equivalent in education or 2 years and an associate degree, or equivalent combination of educations and related work experience.

* Ability to obtain and maintain a TS/SCI clearance * Willingness to travel up to 4 months per year to La Jolla, California (January, June, July, August) * Support on-site requirements for 4 months in La Jolla, CA on temporary assignment each year, while supporting a smaller site staff in Mclean, VA for the remainder of the year.

* Knowledge and experience with MS Office Programs including OneNote, Excel, SharePoint, Teams, and PowerPoint.

* Excellent written, communication and interpersonal skills to build strong external and internal networks and highly effective relationships with business leaders and sponsors.

* Strong self-organization, problem-solving, and time management skills, with considerable emphasis on self-initiation and independent decision making.

Ability to effectively manage multiple tasks simultaneously and manage competing priorities with minimum supervision under deadline pressure in complex, fast-paced environments.

* Persistent approach to follow-up on tasks and responsibilities.

Ability to follow through on assignments.

* Superb attention to detail.

* Competence in the latest mobile, desktop, and VTC technologies and willingness to learn new technologies and processes quickly.

* Ability to deal effectively and professionally with all levels of personnel, customers, and visitors; Must also demonstrate ability to maintain confidential/sensitive information.

* Experience with calendar management.

* This position requires an on-site presence of 5 days a week.

Preferred Qualifications: Preferred Administrative Qualifications: * Technical writing/editing skills * Experience in maintaining/managing a SharePoint site * Previous experience supporting a dynamic, fast-paced team * Previous Experience in a technical oriented organization * Ability to provide technical editing support to materials generated by staff Preferred Security Qualifications: * Experience using DoD systems for Security, such as DISS.

* Experience managing Security Information Management System (SIMS). * Active Top Secret security clearance This requisition requires the candidate to have a minimum of the following clearance(s): None This requisition requires the hired candidate to have or obtain, within one year from the date of hire, the following clearance(s): Top Secret/SCI Salary compensation range and midpoint: $60,000 - $75,000 - $90,000 Annual Work Location Type: Onsite MITRE is proud to be an equal opportunity employer.

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