Administrative Assistant

Title:

Administrative Assistant

Belong. Connect. Grow. with KBR!

KBR is a company of innovators, thinkers, creators, explorers, volunteers, and dreamers and we all share one goal of improving the World and Beyond: responsibly and safely.   

We have an exciting opportunity for an experienced Administrative Assistant to join our team. In this role, you will provide administrative support to our Program Manager and Program Management office on a Behavioral Health program spanning multiple Military Installations throughout the United States. This position is a remote opportunity, with a preferred location near Houston, TX.

Along with a continuous curiosity to learn and grow professionally, you will be responsible, but not limited to the following:

• Supports new hire onboarding process and issuance of applicable equipment for employees supporting health and human performance research activities.

• Coordinates travel and timecard submissions

• Assists with monitoring budget for compliance

• Initiates employee out-processing checklists, ensures security debriefings, termination of IT assets, and completion of all documents entered into employee files.

• Creates Purchase Requisitions and tracking/shipping process from point of purchase to point of consumption.

• Supports the management of government furnished property and contractor acquired property in accordance with DFARS.

• Collects, compiles, and reports all metrics across sites; produces charts/graphs/metrics on services and program activities to report monthly to Program Manager and Portfolio Manager. Uses software such as Excel, Access, Visio, or other tools.

• Assists with developing Standard Operating Procedures for procurement and equipment processing within assigned programs

• Excellent at documentation; assist other programs in meeting procurement tracking requirements to ensure standardization and regulatory compliance.

• Focal point for staff resourcing, software needs, and seeking management approval to overcome obstacles to successfully accomplishing program objectives.

• Escalates project administrative issues to leadership to mitigate delays or risks to research or project timelines, resources, and expenses.

• Supports research planning with subject compensation, procurement of supplies, and logistics of equipment deliveries to labs and subcontracted partners.

• Coordinating, setting up and assisting to run meetings with mixed in-person and virtual attendance

• Participate in meetings and reviews to record and maintain minutes and document actions

• Coordinate with stakeholders to develop, distribute and update meeting notices

• Update and maintain team electronic tools that include wiki’s, websites, and portals

• Track trainings completed and needed by program employees (60+)

• Develop slide decks and presentations for senior leadership

• Participate in team meetings, status work progress and provide inputs for team success

• Responsible for compliance with Safety, Health and Environmental plan and with the Quality Assurance Plan, policies and procedures

• Must maintain regular and acceptable attendance level as determined by the Company and be responsible for completing all assigned training

Required Education, Skills, and Experience

• A High School Diploma and minimum six (6) years of administrative experience

• Proven ability supporting multiple stakeholders

• Strong written and verbal communication skills

• Experience in taking minutes and assisting in development of presentations for other people

• Ability to set up teleconferences and video conferences

• Self-motivated and proactive ability to learn on the job

• Ability to work within a team environment, where the team is distributed across multiple sites

• Ability to identify concerns and gaps in information and communicate concerns to leadership in a diplomatic manner

• Ability to work and communicate with multiple people for various purposes in parallel, such as captured actions and minutes while navigating required meeting tools in meetings

• Experience in Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams)

Desired Skills

• Prior experience communicating with executive level personnel

• Prior experience workin