Administrative Assistant - St. Louis, MO at Fidelity Partners Services in St. Louis, Missouri, United States

Job description

• Administrative Assistant - Office of Military Medicine - St. Louis, MO
• This Position Is Contingent Upon Contract Availability
• The Administrative Assistant will provide day-to-day administrative and program support to the C-STARS-St. Louis team within Saint Louis University Hospital. The position supports scheduling, communications, records, meeting coordination, office operations, and training-program logistics in a collaborative military medical readiness environment.

Responsibilities

• Provide administrative and clerical support to C-STARS-St. Louis leadership, instructors, staff, and program personnel.
• Maintain calendars, coordinate appointments, schedule meetings, and help organize training and program activities.
• Prepare, format, proofread, route, copy, scan, and file correspondence, reports, rosters, presentations, and other program documents.
• Monitor shared email, telephone, and office communications; route inquiries and messages to the appropriate personnel.
• Maintain accurate electronic and paper records, trackers, contact lists, schedules, and administrative files.
• Support meeting logistics by preparing agendas and materials, coordinating rooms or virtual links, documenting action items, and distributing follow-up information.
• Assist with trainee and visitor coordination, including schedules, arrival information, access instructions, rosters, and required administrative documentation.
• Support travel, supply, purchasing, shipping, and office-equipment coordination in accordance with applicable procedures and authorization limits.
• Track suspense dates, recurring requirements, deliverables, and administrative actions and provide timely status updates.
• Coordinate professionally with Government personnel, hospital staff, military members, contractors, trainees, and external partners.
• Maintain an orderly office environment and identify administrative, supply, or equipment needs for appropriate action.
• Follow Government, client, hospital, privacy, information-security, safety, and workplace requirements.
• Remain flexible when schedules, work locations, and priorities change based on Government or program needs.

Requirements

• Citizenship / Access Requirements: Must satisfy all Government and client suitability, credentialing, onboarding, and facility-access requirements applicable to the position.
• Security Requirements: Employment is contingent upon successful completion of all security, credentialing, and onboarding documents and processes required by Fidelity Partners and the Government/client.
• Must have a high school diploma or equivalent; additional college coursework or administrative training is preferred.
• Must have administrative, clerical, office-support, or program-support experience in a professional environment.
• Must be proficient with Microsoft Office applications, email, calendars, data entry, and standard office equipment.
• Must be able to organize competing priorities, maintain accurate records, meet deadlines, and follow established procedures.
• Must communicate professionally and effectively in writing, by telephone, by email, and in person.
• Must protect sensitive, personal, medical, Government, and client information and maintain appropriate confidentiality.
• Experience supporting a healthcare, military, federal, academic, or training environment is preferred but not required.
• Must satisfy all Government/client security, suitability, credentialing, onboarding, and facility-access requirements.

Skills

Required

• Microsoft Office applications
• Email
• Calendars
• Data entry
• Standard office equipment
• Organizing competing priorities
• Maintaining accurate records
• Meeting deadlines
• Following established procedures