Kadiak, LLC, a Koniag Government Services company , is seeking an Administrative Assistant to support Kadiak and our government customer. The position is remote. This position requires the candidate to be able to obtain a Public Trust.
We offer competitive compensation and an extraordinary benefits package including health, dental and vision insurance, 401K with company matching, flexible spending accounts, paid holidays, three weeks paid time off, and more.
Kadiak LLC, a Koniag Government Services company, is seeking an experienced, motivated Administrative Assistant to support the Indian Health Service (IHS) Electronic Health Record (EHR) Program Management Office (PMO). The ideal candidate is a detail-oriented, organized professional who thrives in a fast-paced environment and is committed to providing exceptional administrative support to a dynamic government program team. The Administrative Assistant will work closely with Program and Project Managers, contractors, and government stakeholders to ensure the seamless coordination of program activities, documentation, communications, and the onboarding and offboarding process of consultants for the project.
The Administrative Assistant for the IHS EHR PMO will serve as a key organizational and operational resource within the Program Management Office, providing comprehensive administrative support to program leadership and project teams, and leading the onboarding process for new consultants. This individual must function efficiently and effectively in a fast-paced professional environment, demonstrating strong initiative, sound judgment, and the ability to manage multiple tasks and priorities with competing deadlines independently. The ideal candidate is a collaborative team player who handles sensitive information with discretion and professionalism. This position is 100% remote.
Principal responsibilities will include, but are not limited to:
Communication and Coordination:
Provide administrative support for the Contract Officer Representative (COR)
Maintain open and proactive communication with Federal Leads, Program and Project Managers to ensure timely flow of information across the PMO
Monitor communication platforms (e.g., MS Teams, email) and respond promptly to inquiries from internal team members, contractors, and government stakeholders
Answer incoming calls and correspondence in a professional manner, forwarding or resolving as appropriate.
Liaise between contractors, IHS contacts, and internal teams to facilitate smooth day-to-day program operations
Onboarding and Offboarding:
Lead onboarding processes for new team members and contractors, ensuring completeness and compliance with all required documents
Coordinate with contractors, IHS contacts, and internal teams to facilitate onboarding and offboarding tasks efficiently
Update onboarding trackers and standard operating procedures (SOPs) as processes evolve
Documentation and Reporting:
Create standard operating procedures (SOPs) for common processes within the project
Update and maintain various program trackers, including staff onboarding, staffing plans, contact lists, and other program-related records
Maintain, organize, and archive required training certificates, compliance documentation, and program records
Review incoming documents and take appropriate action or distribution, tracking the status of memoranda, correspondence, and taskers
Inform personnel of overdue items, upcoming deadlines, and proper procedures for processing documentation
Prepare briefing materials, compile reports, and review drafts and finished documents for appropriate spelling, grammatical usage, and formatting
Compliance and Records Maintenance:
Monitor PIV certificate expiration dates and guide team members through renewal processes to ensure continued system access and compliance
Ensure team members remain in compliance with mandatory training requirements and maintain accurate and up-to-date training records
Maintain constant awareness of internal security policies and procedures, adhering to data handling and confidentiality requirements
General Administrative Support:
Perform general office functions such as setting up and maintaining files, receiving and sorting correspondence, and managing office supplies and equipment as needed
Provide support to other projects or tasks as required by program leadership
Assist with the preparation and distribution of program-wide communications, announcements, and informational materials
Education and Experience:
Required:
Bachelor's degree preferred in business administration, human resources, or related areas
Minimum of one (1) year of experience supporting program or project management teams or supporting management
Demonstrated experience utilizing Microsoft Office Suite, including MS Word, MS Excel, MS PowerPoint, and MS Outlook
Experience working with collaboration and communication tools such as MS Teams and SharePoint.
Preferred:
Experience supporting the onboarding and offboarding process of employees from a project or company
Experience supporting federal government programs or working within a government contracting environment
Experience supporting a healthcare IT, EHR, or health information technology program
Experience with program or project management administrative functions, including staffing trackers, status reporting, and onboarding coordination
Required Skills and Competencies:
Strong organizational and time management skills, with the ability to manage multiple tasks and competing priorities simultaneously
Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with team members, contractors, and government stakeholders at all organizational levels
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as MS Teams and SharePoint
Detail-oriented with a high level of accuracy in maintaining documentation, trackers, and records.
Demonstrated ability to handle sensitive and confidential information with discretion, tact, and professionalism
Strong interpersonal skills and the ability to collaborate effectively with a broad range of individuals and teams
Ability to work independently with minimal supervision, exercising sound judgment and initiative in completing assignments
Demonstrated ability to prioritize and organize simultaneous workflow duties and follow through on tasks to successful completion, often under deadline pressure
Familiarity with document management best practices, including organizing, filing, archiving, and distributing program documentation
Security Requirement:
Ability to obtain Public Trust Clearance
Desired Skills and Competencies:
Experience working in a federal government IT or healthcare IT program environment
Familiarity with Indian Health Service (IHS) operations, programs, or electronic health record systems
Experience with program management and administrative support, including staffing plans, PAF processing, and subcontractor coordination
Knowledge of PIV card management processes and federal compliance requirements
Experience supporting onboarding and offboarding processes in a government contracting environment
Familiarity with financial reporting processes and budget tracking in a program management @context
Experience with travel coordination and management tools such as E2 Solutions or similar government travel systems
Experience maintaining and updating Standard Operating Procedures (SOPs)
Ability to anticipate the needs of program leadership and proactively address administrative requirements before they are requested
Our Equal Employment Opportunity Policy
The company is an equal opportunity employer. The company shall not discriminate against any employee or applicant because of race, color, religion, creed, ethnicity, sex, sexual orientation, gender or gender identity (except where gender is a bona fide occupational qualification), national origin or ancestry, age, disability, citizenship, military/veteran status, marital status, genetic information or any other characteristic protected by applicable federal, state, or local law. We are committed to equal employment opportunity in all decisions related to employment, promotion, wages, benefits, and all other privileges, terms, and conditions of employment.
The company is dedicated to seeking all qualified applicants. If you require an accommodation to navigate or apply for a position on our website, please contact Heaven Wood via email at accommodations@koniag-gs.com or by calling 703-488-9377 to request accommodations.
Koniag Government Services (KGS) is an Alaska Native-Owned corporation supporting the values and traditions of our native communities through an agile employee and corporate culture that delivers Enterprise Solutions, Professional Services, and Operational Management to Federal Government Agencies. As a wholly owned subsidiary of Koniag, we apply our proven commercial solutions to a deep knowledge of Defense and Civilian missions to provide forward-leaning technical, professional, and operational solutions. KGS enables successful mission outcomes for our customers through solution-oriented business partnerships and a commitment to exceptional service delivery. We ensure long-term success with a continuous improvement approach while balancing the collective interests of our customers, employees, and native communities. For more information, please visit www.koniag-gs.com .
Equal Opportunity Employer/Veterans/Disabled. Shareholder Preference in accordance with Public Law 88-352
Job Details
Job Family Administrative & Facilities Services
Job Function Administrative Assistant
Pay Type Hourly
