Executive Assistant-Office Manager, Program Operations

The Office Manager & Executive Assistant, Program Operations manages and organizes office operations and procedures evaluates office production, including but not limited to the flow of correspondence, filing, and requisition of supplies, at the Idaho Falls CSNR Facility. Administers routine aspects of security to ensure compliance with security policies and procedures that are non-IT related. The Office Manager & Executive Assistant, Program Operations will be responsible for overseeing and/or executing daily administrative and/or operational support work projects within their assigned department.  They will provide high-level administrative support to the CSNR Director,  and management by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The incumbent will interact primarily with others to coordinate and execute assigned work tasks. This position supports the program by handling a wide variety of situations involving the administrative functions of the office that cannot be brought to the attention of the Director.

 Administers routine aspects of the DoD, DoE or other industrial security program to ensure compliance with government and company security policies and procedures that are non-IT related.  Typical security related issues may include physical access to buildings, room, couriers, clearances, packages, documentation, and debriefings.  Monitors security procedures; ensures compliance with all aspects of the program including personnel, physical and administrative security systems, and procedures. May conduct security briefings and maintains security education programs. Investigates losses and security violations; may recommend corrective action. Ensures destruction of classified and confidential information in accordance with policies and procedures. 

 Provides a variety of administrative support to a complex project or multiple projects. Works closely with Project Managers. Compiles technical, financial, and other project data using various database programs for inclusion in reports or presentation materials. Maintains tactical responsibility for tracking project financials. Participates in special projects as required. Makes appointments, travel arrangements, meeting arrangements and coordinates activities between program management, customer, and outside parties.

 Essential Duties/Responsibilities: 

• Support the program as needed in the absence of the CSNR Director
• Routine facility security duties, including badging co-ordination with USRA HQ/Houston sites, daily opening and securing of the Idaho Falls Facility.
• Supports the CSNR to document the center’s performance in monthly, quarterly, and annual performance reports, and to maintain program and contract/order management records that provide objective and measurable subjective data on performance factors.
• Support EA/ER travel requests.
• Leads & supports scheduling internal and external meetings and travel for CSNR and leadership team.
• Manage logistics and access to visiting fellows and professionals.
• Support the CSNR finance team by providing regular updates on programmatic activities to be captured in forecasting and reporting.
• Security: Support security of personnel affiliated with assigned programs
  • Develop program-specific security OOIs and coordinate revisions when necessary.
  • Ensure compliance with relevant USRA and program-specific security policies and procedures for personnel affiliated with assigned programs.
  • Request local and permanent badges for USRA employees, CSNR Fellows, visitors and subcontractors.
  • Ensure affiliated personnel complete required security training (e.g., cybersecurity)
  • Produce reports for USRA management and customers/sponsors as required.
  • Maintain USRA records related to security.
• Safety: Support safety of personnel affiliated with assigned programs
  • Support development and maintenance of facility- and contract-specific safety plans and OOIs where appropriate.
  • Develop a building emergency preparedness plan for the Idaho Falls Facility
  • Manage updates to contract-specific safety plans and disseminate changes.
  • Ensure compliance with relevant USRA and program-specific safety policies and procedures for all personnel affiliated with assigned programs (e.g., employees, subcontractors, students, and other collaborators who have remote or physical access to a USRA or customer location)
  • Assess required safety training needs for all personnel.
  • Assign required safety training for all personnel.
  • Monitor completion and maintenance of training for all personnel.
  • Complete