Administrative Assistant (REMOTE)

Kadiak LLC a Koniag Government Services company is seeking an Administrative Assistant to support Kadiak and our government customer. The position is remote. This position requires the candidate to be able to obtain a Public offer competitive compensation and an extraordinary benefits package including health dental and vision insurance 401K with company matching flexible spending accounts paid holidays three weeks paid time off and LLC a Koniag Government Services company is seeking an experienced motivated Administrative Assistant to support the Indian Health Service (IHS) Electronic Health Record (EHR) Program Management Office (PMO). The ideal candidate is a detail-oriented organized professional who thrives in a fast-paced environment and is committed to providing exceptional administrative support to a dynamic government program team. The Administrative Assistant will work closely with Program and Project Managers contractors and government stakeholders to ensure the seamless coordination of program activities documentation communications and the onboarding and offboarding process of consultants for the project. The Administrative Assistant for the IHS EHR PMO will serve as a key organizational and operational resource within the Program Management Office providing comprehensive administrative support to program leadership and project teams and leading the onboarding process for new consultants. This individual must function efficiently and effectively in a fast-paced professional environment demonstrating strong initiative sound judgment and the ability to manage multiple tasks and priorities with competing deadlines independently. The ideal candidate is a collaborative team player who handles sensitive information with discretion and professionalism. This position is 100% responsibilities will include but are not limited to:Communication and Coordination:Provide administrative support for the Contract Officer Representative (COR)Maintain open and proactive communication with Federal Leads Program and Project Managers to ensure timely flow of information across the PMOMonitor communication platforms (e.g. MS Teams email) and respond promptly to inquiries from internal team members contractors and government stakeholdersAnswer incoming calls and correspondence in a professional manner forwarding or resolving as between contractors IHS contacts and internal teams to facilitate smooth day-to-day program operationsOnboarding and Offboarding:Lead onboarding processes for new team members and contractors ensuring completeness and compliance with all required documentsCoordinate with contractors IHS contacts and internal teams to facilitate onboarding and offboarding tasks efficientlyUpdate onboarding trackers and standard operating procedures (SOPs) as processes evolveDocumentation and Reporting:Create standard operating procedures (SOPs) for common processes within the projectUpdate and maintain various program trackers including staff onboarding staffing plans contact lists and other program-related recordsMaintain organize and archive required training certificates compliance documentation and program recordsReview incoming documents and take appropriate action or distribution tracking the status of memoranda correspondence and taskersInform personnel of overdue items upcoming deadlines and proper procedures for processing documentationPrepare briefing materials compile reports and review drafts and finished documents for appropriate spelling grammatical usage and formattingCompliance and Records Maintenance:Monitor PIV certificate expiration dates and guide team members through renewal processes to ensure continued system access and complianceEnsure team members remain in compliance with mandatory training requirements and maintain accurate and up-to-date training recordsMaintain constant awareness of internal security policies and procedures adhering to data handling and confidentiality requirementsGeneral Administrative Support:Perform general office functions such as setting up and maintaining files receiving and sorting correspondence and managing office supplies and equipment as neededProvide support to other projects or tasks as required by program leadershipAssist with the preparation and distribution of program-wide communications announcements and informational materialsEducation and Experience:Required:Bachelors degree preferred in business administration human resources or related areasMinimum of one (1) year of experience supporting program or project management teams or supporting managementDemonstrated experience utilizing Microsoft Office Suite including MS Word MS Excel MS PowerPoint and MS OutlookExperience working with collaboration and communication tools such as MS Teams and :Experience supporting the onboarding and offboarding process of employees from a project or companyExperience supporting federal government programs or working within a government contracting environmentExperience supporting a healthcare IT EHR or health information technology programExperience with program or project management administrative functions including staffing trackers status reporting and onboarding coordinationRequired Skills and Competencies:Strong organizational and time management skills with the ability to manage multiple tasks and competing priorities simultaneouslyExcellent written and verbal communication skills with the ability to communicate clearly and professionally with team members contractors and government stakeholders at all organizational levelsProficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook) and collaboration tools such as MS Teams and SharePointDetail-oriented with a high level of accuracy in maintaining documentation trackers and ability to handle sensitive and confidential information with discretion tact and professionalismStrong interpersonal skills and the ability to collaborate effectively with a broad range of individuals and teamsAbility to work independently with minimal supervision exercising sound judgment and initiative in completing assignmentsDemonstrated ability to prioritize and organize simultaneous workflow duties and follow through on tasks to successful completion often under deadline pressureFamiliarity with document management best practices including organizing filing archiving and distributing program documentationSecurity Requirement:Ability to obtain Public Trust ClearanceDesired Skills and Competencies:Experience working in a federal government IT or healthcare IT program environmentFamiliarity with Indian Health Service (IHS) operations programs or electronic health record systemsExperience with program management and administrative support including staffing plans PAF processing and subcontractor coordinationKnowledge of PIV card management processes and federal compliance requirementsExperience supporting onboarding and offboarding processes in a government contracting environmentFamiliarity with financial reporting processes and budget tracking in a program management contextExperience with travel coordination and management tools such as E2 Solutions or similar government travel systemsExperience maintaining and updating Standard Operating Procedures (SOPs)Ability to anticipate the needs of program leadership and proactively address administrative requirements before they are requestedOur Equal Employment Opportunity PolicyThe company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race color religion creed ethnicity sex sexual orientation gender or gender identity (except where gender is a bona fide occupational qualification) national origin or ancestry age disability citizenship military/veteran status marital status genetic information or any other characteristic protected by applicable federal state or local law. We are committed to equal employment opportunity in all decisions related to employment promotion wages benefits and all other privileges terms and conditions of company is dedicated to seeking all qualified applicants. If you require an accommodation to navigate or apply for a position on our website please contact Heaven Wood via email by calling to request Government Services (KGS) is an Alaska Native-Owned corporation supporting the values and traditions of our native communities through an agile employee and corporate culture that delivers Enterprise Solutions Professional Services and Operational Management to Federal Government Agencies. As a wholly owned subsidiary of Koniag we apply our proven commercial solutions to a deep knowledge of Defense and Civilian missions to provide forward-leaning technical professional and operational solutions. KGS enables successful mission outcomes for our customers through solution-oriented business partnerships and a commitment to exceptional service delivery. We ensure long-term success with a continuous improvement approach while balancing the collective interests of our customers employees and native communities. For more information please Opportunity Employer/Veterans/ Preference in accordance with Public Law 88-352