In addition to secretarial duties (filing, taking phone calls, scheduling appointments, making travel arrangements), this position will provide administrative support to Program Management staff with office management responsibilities to include budgeting, personnel records and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.
Duties may include:
• Verify weekly that the training and vacation schedules are up to date for all team members
Employees will continue to place anticipated PTO dates onto the calendar no less than two weeks in advance of the requested time off. The Project Manager (PM) will designate who is responsible for monitoring the training. This designee will update the calendar no less than once a month with the training required for all contract employees and notify the Administrative Assistant of completion. Verification of the accuracy of the calendar is the responsibility of the Administrative Assistant and confirmation of weekly status will be provided to the PM that information is current and accurate.
• Verify the scheduling of Critique, Apparent Cause Evaluation (ACE), Root Cause Evaluation (RCE), Executive Safety Review Board (ESRB) and Corrective Action Review Board (CARB) Meetings
The Administrative Assistant will be responsible for reviewing the schedule and list of required attendees and notifying the investigation lead of any additional required attendees, staffing changes or additional recommended attendees. The scheduling of the meetings will continue to be completed by the investigation lead.
• Compile organizational data for inclusion into Metrics
The Administrative Assistant will be responsible for collecting information/data from interested parties and compiling data in the specified format for each report or meeting. Serve as the presentation ‘driver' during the meeting, captures meeting minutes, transcribes notes into specified format for review and approval. Verify approved meeting minutes are posted to the CPCCo website NLT 3 business days after document approval and processed for entry into the Integrated Document Management System (IDMS).
• Assist the PM with distribution of reports, as necessary, for PA/CA staff
• Serve as a scribe for Critique Meetings
The Administrative Assistant will support these meetings, as often as the schedule allows. Current training for the event investigators is to scribe for multiple meetings in order to develop a full understanding of the support required to effectively run an event critique. Attendance of Critique Meetings will not interfere with regularly scheduled ESRB Meetings.
• Support ICAS functions as required
• Other duties as assigned by the Program Manager
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