Administrative Specialist IV
The Administrative Specialist IV provides an advanced level of administrative support services for the U.S. Food and Drug Administration (FDA) Center for Food Safety and Applied Nutrition (CFSAN). This position handles a wide variety of administrative functions and situations, which may include the handling of sensitive or confidential information.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge/quality of work, supporting financial goals of the company, initiative/motivation, cooperation/relationships, problem analysis/discretion, accomplishing goals through organization, positive oral/written communication skills, leadership abilities, commitment to Affirmative Action, reliability/dependability, flexibility and ownership/accountability of actions taken.
Assist with managing the National Coordinator’s calendar. Schedule meetings and coordinate the National Coordinator’s availability for meetings. Acquire meeting space, ensure conference rooms are set up and ready for use, facilitate video teleconferences and webinars, draft agendas for meetings, assemble materials, take meeting notes, and track action items.
Completes a variety of clerical and administrative activities in support of the FDA CFSAN. Provides clerical and administrative support to managers and staff. Assists with office operations, projects, and special assignments. Coordinates logistical details associated with departmental operations, which includes preparing paperwork and forms.
Maintains accurate and accessible electronic and hardcopy file systems. Performs a variety of related tasks and office automation activities such as data entry and database creation / maintenance.
Conducts research and analysis, as well as tracks and oversees program office workflow. Helps to ensure workflow efficiency amid complex tasks.
Assists managers and staff with the interpretation, application and implementation of administrative policies, procedures and personnel activities.
Efficiently responds to department inquiries distinguishing between priority and routine matters. Helps to research and investigate any issues. Independently responds and resolves various inquires, based on supervisory directives.
Provides travel support using automated travel management systems. Prepares travel orders and travel vouchers.
Helps perform department timekeeping responsibilities, such as the processing of time and attendance records.
Helps to ensure workflow efficiencies, and uses the utmost discretion when handling confidential information.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output. Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
Bachelor’s degree in a related field of study with a minimum of six (6) years relevant experience, or equivalent combination of education / experience. Specific experience providing administrative support to government or industry may be considered in lieu of education requirement. This position requires the ability to accurately type 40 WPM. A background in chemistry and/or biology and related research methodologies is helpful but not required.
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Operational knowledge of standard office principles, practices and procedures, as well as those related to the FDA.
Working knowledge and understanding of administrative systems and functions such as word processing, presentation development, records management, schedule / time management, as well as other office procedures and terminology
Proficient in the use of standard office equipment such as computers, copiers, fax machines, telephone systems and office automation systems
Advanced proficiency in the use of Microsoft Windows and Office programs (i.e., Word, Excel, Outlook, PowerPoint, etc.) including SharePoint and Microsoft Project
Excellent verbal and written communications skills with ability to compose correspondence from draft to final version, both electronic and hard copy
Detail-oriented with solid proofreading and editing skills
Skilled proficiency in the use of the English language as to professional business grammar, spelling, punctuation and capitalization in the preparation of correspondence, reports and presentations
Working knowledge of business records management and filing processes
Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach
Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds
Ability to identify problems and to use sound judgment
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to handle highly sensitive and confidential information with exceptional discretion
Ability to organize work, set priorities and determine resource requirements
Ability to be proactive, take initiative and accept accountability for assigned work functions
Ability to work effectively both individually and in a team environment
CERTIFICATES, LICENSES, REGRISTRATION
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.