Administrative Assistant

Grant Mill Healthcare Solutions

Long Beach, CA

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JOB DETAILS

SKILLS

Administrative Skills, Adobe Acrobat, Background Investigation, Budget Management, Budgeting, Business Administration, Communication Skills, Construction, Construction Planning, Credit Cards, Data Collection, Documentation, Federal Government, Federal Laws and Regulations, Furniture, Government Administrative Support, Healthcare, Interior Design, Meeting Minutes, Microsoft Excel, Microsoft Outlook, Microsoft Word, Office Management, Organizational Skills, Performance Metrics, Privacy Regulations, Project Development, Project Planning, Project/Program Coordination, Project/Program Management, Purchasing/Procurement, Records Management, Shipping/Receiving, Spreadsheets, Vaccination, Writing Skills

LOCATION

Long Beach, CA

POSTED

3 days ago

Job Description
About This Role

Grant-Mill Healthcare Solutions is seeking an Administrative Assistant to support the VA Long Beach Healthcare System (LBVAHCS) Engineering Service. You'll work within the Projects & Construction Section or Planning, Major Projectsand Activations section, performing budget management, records management, procurement coordination, and administrative support for a major VA construction program.

What You'll Do

Perform budget management for the section including maintenance of budget spreadsheets and reviewing pay applications for multi-year contracts

Conduct general administration including gathering information for monthly KPIs

Track all IDSRs that require the purchasing team

Initiate communication with vendors to request quotes; coordinate with designers before submitting LEAF 2237 requests

Maintain and update all folders containing purchasing and contracting information - both digital and physical

Track receipt of orders (furniture receiving reports) for all items procured by the interior design team, including credit card orders and solicitation packages

Maintain procurement and voucher documentation for 6 years and 3 months per VA Manual MP-4 compliance

Generate and create solicitation (procurement) packages; submit LEAF requests (2237s) for procurement orders

Check all required documents are complete, named, and dated correctly for FORCE submission

After project award, coordinate with move coordinator and vendor for product delivery

Develop Project Management Plans and Team Charters for the section

Support email and phone coordination; attend meetings, take notes, and provide meeting minutes reports

Requirements

All Candidates Must Have

Associate's Degree in Business Administration, Office Management, or related field -OR- 4-6 years of related administrative experience

Minimum 2-3 years of work experience in an administrative environment

Proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat DC (required)

Must safeguard confidential information (printed and electronic) and comply with VA privacy laws and federal regulations

Ability to communicate effectively both in writing and verbally

Ability to pass a federal background investigation (NACI level) and drug screening

Negative TB screening within 90 days of assignment; annual flu vaccination or approved exemption

Project Management knowledge

Interior Design procurement knowledge

Prior VA or federal government administrative experience

Benefits

Our commitment to continuity and stability extends to our team. We offer a range of benefits tailored to support a sustainable, rewarding, and healthy professional life:

Medical

Dental

Vision

Paid Time Off

Paid Holidays

Retirement

Administrative Assistant

Grant Mill Healthcare Solutions

Long Beach, CA

About the Company

Grant Mill Healthcare Solutions

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