1+ months

Project Assistant - SFRD

Alexandria, Virginia
  • Job Type
    Employee
  • Job Status
    Full Time

Overview:
The Institute for Defense Analyses (IDA) is a private, nonprofit corporation headquartered in Alexandria, Virginia, just outside Washington, DC. IDA’s mission is to answer the most challenging U.S. security and science policy questions with objective analysis leveraging extraordinary scientific, technical, and analytic expertise.  IDA operates three Federally Funded Research and Development Centers (FFRDC’s). 

The Strategy, Forces and Resources Division (SFRD) at IDA performs integrated, interdisciplinary studies of plans and policies related to national security strategy and homeland security and defense. The Division assists the U.S. and allied nations in analyses to provide defensive capabilities (which could be technical, medical, and/or procedural) against state or terrorist use of weapons of mass destruction against US military forces or civilians. Our analyses are highly technical and involve considerable modeling and simulation. 

SFRD is currently seeking a Project Assistant. Under general supervision, this position provides administrative, organizational and operational support for IDA’s research projects. Coordinates with and assists the task leaders and program analysts with project/program administration and management. 

Responsibilities:

Project Planning

  • Provides administrative support for project planning and implementation including estimation of resource and manpower requirements, and travel from initiation to completion and may prepare sponsor-requested materials during project development.
  • Monitors status of project description and amendments. Initiates communication with sponsor administrative POC concerning the full range of topics associated with project execution.
  • Assists the project leaders in building project plan in SFRD’s Project / Task Planning System. Estimates staff utilization, deliverables, project reviews, and project schedule. Updates project plan at regular intervals and as required by the project leaders and division management.

Program Planning

  • Assists the Deputy Director with program operations, including liaison with sponsors and IDA management.
  • Assists the Business Manager and division management with the development of SFRD programs, to include collection from project leaders of existing and impending project, their funding levels, and funding probabilities.

Administration

  • Coordinates the preparation of progress reports and review material, and prepares for the approval and signature of the project leader the periodic activity and spending reports required by the project description and as requested by the sponsor.
  • Prepares and maintains version control of formal and informal papers, briefings, memoranda and other research projects.
  • Supports hiring committee chairman during the hiring process by contacting candidates for necessary documentation, arranging interview visits, coordinating the schedules of the interview team and assisting with related tasks as required.
  • Assists in coordination, production, and dissemination of job candidate application and evaluation materials, interview schedules, and related tasks.
  • Ensures all resources to include hardware/software, office supplies and others are available for the performance of project work.
  • Ensure classified information security (physical and virtual) protocols are being followed at all times and division management is aware of any lapses or incidents.
  • Other duties as assigned by the management.

Coordination & Logistics

  • Communicates with local service providers for meetings and coordinates facilities and support as needed. Organizes and manages processes to include guest invitations, registration, clearances, hospitality, RSVPs, and other requests.
  • Provides coordination and logistic support for project activities, especially in regard to travel. Prepare travel authorizations and vouchers, and record-keeping in connection with travel requiring exceptions to IDA practices. Coordinates with sponsors, IDA staff, vendors, and others to support and complete project-related activities.
  • Monitors and ensures that visit requests and clearances are renewed at frequently visited sites.
  • Assists project staff in preparing IDA purchase requests and vouchers for services from vendors (such as software, translation services, facilities usage).
  • Manages Associate Director’s calendar.

Financial Controls

  • Monitors project expenses as incurred to assist project leaders in maintaining situational awareness of project balances. Projects future spending against available resources to provide advance warning of resource shortfalls. This responsibility includes identifying and itemizing consultant expenses incurred in the conduct of this research but not yet received, recognized or expensed within IDA’s financial management systems, and projecting these expenses against available resources. Provides documentation, agreements, contracts or other data as required regarding internal or external service and accommodation needs. Coordinates projections of anticipated expenditures to assist in preparing project description amendments to sponsors.

Requirements

Qualifications:

  • Bachelor’s degree and two years minimum experience providing task support to a technical group or in a technical work environment OR associate’s degree and four years minimum experience providing task support to a technical group or in a technical work environment.
  • Minimum two years of experience in providing task support to a technical group or in a technical work environment; preferably supporting DoD and/or federal government departments/agencies.
  • Clear, concise, and professional written and oral communication.
  • Strong organizational skills, with the ability to prioritize and handle many complex concurrent tasks.
  • Demonstrated interpersonal skills and ability to interact with senior government officials and military officers.
  • Demonstrated ability to develop and maintain project calendars and/or work breakdown structures.
  • Demonstrated proficiency with Microsoft Office applications.
  • Demonstrated proficiency with numeric data and general accounting principles, including preparing detailed cost projections and comparisons of actual versus projected expenditures.
  • Ability to handle proprietary or sensitive information, and to exercise appropriate discretion, judgment and initiative in completing assignments.
  • Successful completion of a criminal background check is required.

U.S. Citizenship is required
Ability to obtain and maintain a security clearance is required
Equal Opportunity Employer

Categories

Posted: 2021-08-19 Expires: 2021-10-03

IDA (Institute for Defense Analyses) – a not-for-profit corporation headquartered in Alexandria, Virginia just outside Washington, DC – operates three Federally Funded Research and Development Centers (FFRDCs) in the public interest: the Systems and Analyses Center, the Science and Technology Policy Institute, and the Center for Communications and Computing.

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Project Assistant - SFRD

Institute for Defense Analyses
Alexandria, Virginia

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