Administrative Assistant - Remote

Introduction

Orchestrate Consulting Group facilitates access to carefully curated career opportunities but does not act as a staffing agency. Kadiak, LLC, a part of Koniag Government Services, is seeking a motivated Administrative Assistant to provide remote support to Kadiak and a federal client. This role requires the ability to obtain a Public Trust clearance.

We provide a competitive salary alongside comprehensive benefits, including health, dental, and vision insurance, 401K with company match, flexible spending accounts, paid holidays, and three weeks of paid time off.

Role Summary

The Administrative Assistant will support the Indian Health Service (IHS) Electronic Health Record (EHR) Program Management Office (PMO). The successful candidate will be detail-oriented and excel in a fast-paced setting, providing exceptional administrative support to the government program team. The role involves collaboration with Program and Project Managers, contractors, and government personnel to facilitate program activities, documentation, communications, and the onboarding/offboarding of consultants.

Key Responsibilities

• Provide administrative assistance to the Contract Officer Representative (COR).
• Maintain proactive communication with federal leads, program and project managers to ensure effective information flow.
• Monitor communication tools such as MS Teams and email; respond promptly to inquiries from internal and external stakeholders.
• Answer calls and correspondence professionally, directing or resolving issues as appropriate.
• Serve as liaison among contractors, IHS contacts, and internal teams to enable smooth program operations.
• Lead onboarding processes for new team members and contractors, ensuring all documentation is complete and compliant.
• Coordinate onboarding and offboarding activities among contractors, IHS contacts, and internal personnel.
• Update onboarding trackers and standard operating procedures (SOPs) as needed.
• Develop and maintain SOPs for recurring project processes.
• Maintain various program trackers such as onboarding, staffing plans, contact lists, and related records.
• Organize and archive training certificates, compliance documents, and other program materials.
• Review incoming documents, determine necessary actions, and track memos, correspondence, and task status.
• Notify personnel about overdue items, deadlines, and documentation guidelines.
• Prepare briefing materials, compile reports, and proofread documents for accuracy and formatting.
• Monitor Personal Identity Verification (PIV) certificate expirations; assist team members with renewals to maintain system access.
• Ensure compliance with mandatory training by maintaining accurate training records.
• Adhere to internal security policies, data handling protocols, and confidentiality requirements.
• Perform general office duties such as filing, sorting correspondence, and managing supplies and equipment.
• Support other projects or assignments as directed by program leadership.
• Assist with preparation and distribution of program communications and announcements.

Additional Information

This position is fully remote and requires obtaining Public Trust clearance. Candidates should be able to operate independently, manage multiple deadlines, and maintain discretion when handling sensitive information.

Benefits

Employees receive a competitive compensation package encompassing health, dental, and vision insurance, a 401K retirement plan with company matching, flexible spending account options, paid holidays, and three weeks of paid vacation annually.