Senior Administrative Specialist

Who are we?

The Institute for Defense Analyses (IDA) operates three Federally Funded Research and Development Centers supporting federal decision making - two serving the Department of Defense and one serving the Office of Science and Technology Policy in the Executive Office of the President of the United States. IDA assists the United States Government in addressing important national security issues, particularly those requiring scientific and technical expertise. IDA takes great pride in the high caliber and timeliness of its analyses, which are produced in an atmosphere that encourages independent thinking and objective results.

Why work at IDA?

Our primary sponsor is the Department of Defense and the classified work that is done at IDA must be kept secure. This is a great opportunity to make a difference in the national defense community. When you work on the team at IDA, you work for IDA and not a contractor, your job is stable and consistent. We strive to maintain a strong team dynamic and level of mutual respect.

Employment Opportunity

The Institute for Defense Analyses (IDA) has an immediate opening at our Center for Computing Sciences (CCS) location in Bowie, Maryland for a Full-time Senior Administrative Specialist. IDA offers a competitive salary, an excellent benefits package and a superior professional working environment. We support transparency, equity, and fairness in our compensation program and provide a reasonable estimate of the salary range based on data-driven market analysis for each position. While it is not typical for an individual to be hired at or near the top of the range, a reasonable estimate of the salary range for this role is $50,083 - $80,132. Individual salary within this range will be commensurate with the incumbent's experience, unique skills and qualifications, and other relevant factors.

Benefits at IDA

At IDA, we pride ourselves on offering a comprehensive benefits package that ensures the well-being and security of our staff and their families. We provide a range of medical plans as well as stand-alone dental and vision coverage. Our retirement plans are designed to secure the financial future of our staff, featuring a generous contribution of 10% of base salary to our Qualified Retirement Plan after six months of service. We are committed to promoting a healthy work-life balance with a flexible work environment, an Employee Assistance Plan, paid parental leave, 10 paid holidays, and generous paid time off. IDA encourages professional development and offers tuition reimbursement and other learning opportunities. Learn more about our robust benefit offerings here.

Join IDA, where your health, career, and future are in great hands!

Primary Responsibilities

1. Prepares documents on a timely and accurate basis, to include narrative, technical, or statistical reports from typed, taped, automated or handwritten text. Uses a personal computer and appropriate software for creating, storing, retrieving, formatting and integrating documents and other data in accordance with prescribed format and procedures; may require chart preparation and graphics; responsible for correct spelling and grammar; reviews materials prepared for supervisor's approval for accuracy and proper format.

2. Maintains working relationships with other organizational support functions, such as Control and Distribution, Publications Services Office, Technical Information Services Office, to ensure timely, accurate processing of reports for final drafts, reviews, and distribution.

3. Maintains project schedules, travel plans and personal itineraries for assigned staff; assures that travel arrangements, security requirements, and administrative support are properly accomplished; coordinates all necessary forms. Responds to both routine and non-routine telephone inquiries with standard answers or by referral to appropriate staff member.

4. Prepares routine correspondence on own initiative for supervisor's review. May scan and sort incoming mail and interoffice correspondence into priority categories; note items of interest based on current projects; may retrieve and attach background material before distributing.

5. Maintains recurring internal reports, and other types of data as requested; establishes and maintains files as directed; follows up on pending matters to assure that schedules are met; maintains office supply inventory.

6. May utilize spreadsheet, graphics or database software programs; also, may maintain information systems and databases. Operates standard automated office systems and equipment to include electronic mail, conference room scheduling and other internal automated systems, fax machine, copy machine and scanning equipment. May serve as technical resource for other staff members on software questions and issues.

7. Performs other duties as assigned.

Minimum Requirements/Qualifications:

* High school diploma or equivalent, with three or more year's experience in secretarial, word processing or administrative functions.

* Demonstrated ability to handle proprietary or sensitive information and to operate effectively under deadlines with tact and diplomacy.

* Strong interpersonal skills with ability to communicate effectively, orally and in writing, with all levels of employees.

* Demonstrated proficiency in MS Office suite and similar software packages to include word processing, formatting and editing, complex worktable, PowerPoint skills; spreadsheet, graphics and database; experience with other automated systems e.g. Microsoft Outlook or other electronic mail system, conference room scheduling systems, search engines, and other internal automated systems.

* Preferred Top Secret security clearance; Ability to obtain and maintain necessary security clearances. preferred.