| Job Description: |
Minimum Requirements:
Bachelor's degree and a minimum of three (3) years of experience of administrative support that required interaction with government officials or equivalent.
Must be able to obtain and maintain a security clearance.
Job Description:
URS Corporation is a leading provider of engineering, construction and technical services for public agencies and private sector companies around the world. The Company offers a full range of program management; planning, design and engineering; systems engineering and technical assistance; construction and construction management; operations and maintenance; information technology; and decommissioning and closure services. URS provides services for power, infrastructure, industrial, oil and gas, and federal projects and programs. Headquartered in San Francisco, URS Corporation has more than 57,000 employees in a network of offices in nearly 50 countries (www.urs.com).
We are currently seeking a Program Assistant for our Washington, DC office located at the Department of Veterans Affairs.
Responsibilities:
• Monitors and reports Adverse Events for the VA Central IRB studies
• Responsible for maintaining primary Share Point folders for the VA Central IRB
• Maintains the VA Central IRB file folders concerning the current status of all MOU's, liaison appointment letters and FWA updates with all VA local participating facilities and follows-up on any overdue pending actions
• Maintains VA Central IRB Membership files and databases in accordance with standard operating procedures and ensures member training documentation is kept up-to-date
• Maintain VA Central IRB Member appointments
• Maintain VA Central IRB member hourly tracking and coordinate yearly facility reimbursements
• Daily support of the VA Central IRB Administrator and IRB Coordinators
• Answers toll free number and ensures messages get to the proper individual.
Reviews and manages the logistics for all VA Central IRB meetings to include:
• Creating invitations and announcements for the VA Central IRB meetings and tracking attendance
• Manages Audio and Video teleconferencing systems, including VANTS.
• Sending VA Central IRB meeting packages and other meeting materials as required via UPS to members in a timely manner and tracking receipt
• Making arrangements for delivery and set-up of food/refreshments as needed for meetings and educational seminars/programs
• Works with ORD Finance Department for reimbursement of travel
• Arranges travel for VA Central IRB WOC committee members and processes reimbursements
• Prepares the travel authorization (TWX) paperwork for all VA Central IRB meetings and assists with other PRIDE Meetings/Conferences and disseminates approved authorizations to each traveler
• Assists IRB Administrator, IRB Coordinators, and members with VA Central IRB SharePoint site
• Provides administrative support during meetings
• Files all documents for each meeting
PRIDE Support
• Register PRIDE personnel for upcoming meetings/conferences
• Provides support for PRIDE sponsored meetings to include, but not limited to:
o Create Meeting Documents and Communication
o Open and Maintain Registration for the field
o Open and Maintain Travel estimates for the field
o Maintain Wait list
o Cross check registration, travel and hotel for all participants
o Create and merge TWX documents
o Create and merge Meeting documents (Name Badges, Evaluations, Participant List, etc)
o Email participants reminders and applicable information
o Be POC for questions from the field
o Be POS for questions for the hotel
o Mail all relevant materials to the hotel to arrive on time
o Assist with IT set up and troubleshooting as needed
o Run registration and be POC at the meetings
o Enter and verify Evaluation Data
o Verify participants post travel and give finance all relevant TWXs/participant information.
o Enter all post meeting information in tracking logs
o Provide all required information about meetings to upper management as required by new policy
• Arrange travel for PRIDE staff and processes reimbursements
• Maintain PRIDE staff required training files and ensure training documentation is kept up-to-date
• Fulfill and disseminate requested resources for the PRIDE outreach program. Processes orders for additional materials as required to maintain adequate stock levels
• Calendar, Mailbox and Distribution List set up and user management
• Manage Conference Room calendars
• Responsible for PRIDE equipment Property Passes
• Maintain office equipment by contacting service contractor as needed
• Conduct and is responsible for PRIDE inventory
• Answers phones, set up VANTS line, sets up webinars
• Orders supplies and equipment for the PRIDE department
• Organize and maintain PRIDE supplies
• Coordinate monthly shredding pick-up of sensitive data
• e-Quip
• Process PIV requests for new employees and monitor staff badges to assure none expire.
• Conference displays, (ie. Ordering PRIM&R Boards etc)
• Copying, collating, and/or proofreading meeting agenda and educational program packages as applicable
• Manage Audio and Video teleconferencing systems (VANTS)
• Input into Veterans Affairs Intranet Quorum (VAIQ)
Provides daily support to PRIDE staff
FSSEIS EOE M/F/D/V
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