Project Assistant / Coordination Support in Falls Church, Virginia at Kikiktagruk Inupiat Corporation, LLC

Position Summary:

KIC is looking to hire a Project Assistant / Coordination Support professional. This position provides administrative, project coordination, scheduling, reporting, records management, and organizational support for Defense Health Agency (DHA) Facilities Enterprise healthcare facility projects. The selected candidate will support Military Construction (MILCON), Unspecified Minor Military Construction (UMMC), healthcare modernization, Initial Outfitting and Transition (IO&T), and special project initiatives by assisting project managers and technical staff with project documentation, communications, meeting coordination, reporting, and project tracking activities. This position plays a critical role in ensuring project information is organized, accurate, and available to support successful project execution. This position is contingent upon contract award.

Duties/Responsibilities:

• Provide administrative and project coordination support to DHA Facilities Enterprise project teams.
• Coordinate and schedule meetings, teleconferences, site visits, workshops, and project reviews.
• Prepare meeting agendas, attendance records, meeting minutes, action item logs, and follow-up correspondence.
• Maintain project schedules, tracking tools, issue logs, status reports, and project documentation.
• Assist with preparation of weekly, monthly, and ad hoc project reports, presentations, and briefings.
• Support project records management activities, including document filing, indexing, archiving, and retrieval.
• Maintain project correspondence, distribution lists, contact databases, and document control systems.
• Coordinate collection and consolidation of project information from project managers, technical staff, consultants, contractors, and stakeholders.
• Track project deliverables, milestones, action items, and deadlines to support timely project execution.
• Assist with travel coordination, meeting logistics, and project event planning.
• Support quality control documentation and contract reporting requirements.
• Assist with project closeout documentation and historical records retention activities.
• Support onboarding, staffing reports, and administrative requirements associated with contract personnel.
• Ensure project files and records comply with DHA, Department of Defense, and contract requirements.
• Frequent interaction with Government personnel, project managers, healthcare stakeholders, architects, engineers, contractors, and consultants.
• Occasional travel to project meetings, military treatment facilities, and project sites.
• Review reports, schedules, spreadsheets, correspondence, and technical documentation.
• Other duties as assigned.

Minimum Requirements:

Education and Industry Experience

• Associate degree in Business Administration, Project Management, Construction Management, Communications, or related field preferred.
• Minimum five (5) years of experience providing project coordination, project administration, executive support, or related professional services.
• Experience supporting planning, programming, design, construction management, engineering, healthcare, federal government, or related projects.
• Experience supporting multidisciplinary project teams and multiple concurrent projects.
• Experience supporting Department of Defense, federal government, healthcare, architecture, engineering, or construction projects preferred.

Knowledge, Skills, and Abilities

• Strong administrative, organizational, and project coordination skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to prepare professional reports, correspondence, meeting minutes, and presentations.
• Knowledge of records management and document control practices.
• Ability to maintain confidential and sensitive information.
• Ability to learn DHA systems, processes, and project management tools.
• Strong customer service and interpersonal skills.
• Ability to work independently while supporting multiple project teams.
• Proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint.
• Familiarity with project management software, scheduling tools, and collaboration platforms preferred.

Certifications/Licenses/Other

• Certified Administrative Professional (CAP) or equivalent preferred.
• Valid driver's license preferred.
• Must be eligible to obtain and maintain any required credentials, clearances, licenses, or authorizations associated with the worksite or contract.

Work Environment:

• Primarily office-based within DHA Facilities Enterprise offices located in Falls Church, Virginia.

Physical Demands

• Prolonged periods of sitting and computer use.
• Ability to occasionally lift and carry up to 25 pounds.

Benefits:

KIC offers a comprehensive benefits package to eligible full-time employees including: Medical, Dental, and Vision Insurance, 401k with Match, Life and ADD Coverage, Short and Long Term Disability, Paid Time Off and Holidays, Education Assistance/Tuition Reimbursement, Employee Assistance Program, Employee Discount Program, and more!

Apply online at our website: https://kikiktagruk.applicantpool.com/

Disclaimer:

This is not to be an exclusive list of all responsibilities, duties, and skills required of the person in this job. KIC is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities. Pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, Kikiktagruk Inupiat Corporation may legally grant certain preference in employment opportunities to KIC Shareholders and their Descendants. Successful candidates must adhere to KIC's Drug and Alcohol policy/testing requirements and may be required to pass a background and/or Motor Vehicle Records check. The salary range for this position is based on several factors, including relevant experience, education, skills, and current market conditions.