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Administrative / Office Assistant


Medical Service Simulation Center Support

Program Analysis & Development and Administration


Job Description:

We are currently seeking an Administrative Support Assistant to support program-wide medical simulation activities.  This position will perform all aspects of AETC/SGR office administration/clerical support services, to include preparation, receipt, coordination, staffing and distribution of correspondence, materials and briefings, management of hard copy files and electronic records, appointment scheduling and calendar maintenance, action tracking, planning, and general office management duties. This work will be conducted on-site at Joint Base San Antonio-Randolph AFB, TX within a PMO.

This full-time position is located in San Antonio TX

Key Responsibilities:

  • Provide support to Program office/AETC SGR tasking’s via TMT or other tools and track accordingly
  • Support aspects of office administration and clerical support services for the Medical Simulation Program to include preparation, receipt, coordination, staffing and distribution of correspondence, materials and briefings, receipt of visitors and phone calls, electronic file management plans, coordination of travel arrangements, appointment scheduling and calendar maintenance, task management tool tracking, and general office management duties and maintain MS Excel spreadsheets for tracking information, and create and edit MS PowerPoint presentations
  • Coordinate with PMO to manage resources and materials required for meetings, conferences, workshops and training scheduling, coordination, execution and management to include arrangement of locations, identification of speakers and moderators, registration, event facilitation and moderation, feedback solicitation, and post-event close-out activities
  • Develop and maintain designated project reports, and track project progress, as well as perform mail/email administration services to include drafting and editing correspondence and logging and recording of accountable mail and its distribution
  • Provide and update content related to functional activities in support of the Simulation Program, and in support of any stipulated electronic records file plan
  • Assist in efforts to plan, coordinate, and execute support of conferences, conventions, and workshops, to include logistics, budgeting, and registration
  • Plan and execute details relating to the marketing and public awareness of events, exhibits, and conferences such as invitations, publications announcements, letters, and printed materials (as requested)
  • Ensure reasonable timeliness of response, from time of customer request for operational/corporate support/assistance
  • Act as a liaison for AF 59th Medical Wing at Lackland AFB, TX and/or for 711th Human Performance Wing at Wright Patterson AFB, OH for coordination, communication back to the PMO office as required

Basic Qualifications:

Bachelor’s degree or 5 years’ experience performing administrative duties  
3 years experience as systems administrative specialist or any computer related specialty including prior working knowledge of the following Microsoft Office based programs (i.e. Excel, PowerPoint, Word, and Outlook)
1 year experience in project management with demonstrated understanding of PM principles and methods

Preferred Skills/Experience:

  • Military experience, particularly military medical experience
  • Working knowledge of the organizational functions and training requirements of Medical Treatment Facilities
  • Basic knowledge of medical terminology
  • 2 years’ experience in project management

Professional Skills:

  • Excellent written and oral communications skills, attention to detail, strong organizational skills, computer proficiency, and the ability to work under strict deadlines in a fast-paced environment
  • Ability to work in team environment
  • Strong analytical, problem-solving and decision-making capabilities
  • Proficiency in MS Office applications (Word, PowerPoint, Outlook, Excel)
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