NICHD Administrative Assistant

Location :IC: NICHD Street:6710B Rockledge Drive Bldg: 6710B Room:1331 City: Bethesda State& Zip: MD 20817

WeeklyHours FT: 3040 hours per week

Overall Position Summary andObjectives

Provide support services tosatisfy the overall operational objectives of the Eunice KennedyShriver National Institute of Child Health and Human Development.The primary objective is to provide services and deliverablesthrough performance of support services.

Certifications & Licenses

• Bachelors degree is desirable butnot mandatory
• Previous experience asExecutive Assistant are desirable but not mandatory

Min EducationAssociates

Resume Max Pages3

Field of Study Less Than a Bachelors Degree

Software

• SharePoint

• Outlook

• MS Office

• Concur

• Concur and ITAS can be taught after candidate joins

• ITAS

Skills

• Meeting minutes/summaryreports
• Executive level support
• Great communication skills and interpersonal skills
• Meeting coordination
• Calendaring
• Scheduling

Statement of WorkDetails

Provides executiveexpertise needed to coordinate improve and oversee the overallfunctioning of the office.

• Coordinate the daytoday office operation including butnot limited to problem and conflict resolution organization andprioritization of tasks.
• Design andcoordinate systems for communications among staff to facilitate theefficient flow of information relating to projects and programactivities.
• Gather and analyze informationabout processes and programs; prepare reports letters and otherdocuments for review and input for programs policies andactivities.
• Make recommendations to resolveproblems that arise.
• Provide executiveexpertise needed to coordinate improve and oversee the overallfunctioning of the office.
• Provide highleveladministrative task support within the Branch.
• Participate in developmental activities involving studiesand analysis of internal administrative operations organizations ormanagement to achieve greater economy and efficiency.
• Gather compile analyze and evaluate data for performancemanagement goals; implement solutions to drive continuousimprovement of business processes.
• Provideguidance and assistance in developing components of shortterm andlongrange plans and proposals for the organizations strategicplans.
• Manages key requests for staff propertytimekeeping Leave Calendar for Office of Clinical Director (OCD).
• Manages Clinical Directors Calendar and incharge of scheduling the calendar and keeping the Clinical Directorupdated on meetings.
• Submit ProfessionalLiability Forms and receive Program Letter of Agreement
• Serve as Backup for PMAP credentialing new orreapplication MTRACc submission for labs Patient Care Coordinatorand Protocol Coordinator
• Answer main OCD lineand take messages. Handles Spok Mobile/other system requests

Schedules and maintainsan accurate tracking system of all activities.

• Schedule and maintain trackingsystem for all activities.
• Coordinateinteroffice activities; inform staff when issues/concerns arise sothat proper actions can be taken.
• Keepgovernment abreast of all commitments via the maintenance of dailycalendar.
• Maintain databases for trackinganalyzing and reporting of all activities including professionalactivities travel and project management.

Stays abreast of and implements currentregulations policies and procedures and updates staff on relevantinformation.

• Review andsummarize the content of incoming materials specially gatheredinformation or meetings.
• Coordinate the newinformation with background office sources; draw attention toimportant parts or conflicts.
• Stay abreast ofand implements current regulations policies and procedures; updatestaff on relevant information.

Plans and completes various special projects.

• Organize scientificarticles and materials.
• Plan and completevarious special projects.
• Research informationrequested and provide that information; maintain status ofprojects; follow up on actions through contact with officestaff
• Perform a variety of complex specializedsupport tasks on an ongoing and ad hoc basis.
• Handles all Medical Arts Branch Requests

Arranges conferences and meetings andcontacts attending professionals makes travel arrangementsmaintains complex schedules and calendars and advises staff on themost effective method and format of presentations.

• Coordinate meetings conferencecalls seminars workshops and courses for staff; schedule conferencerooms.
• Update/maintain shared calendars;rearrange calendar to accommodate situations of an urgentnature.
• Establish and prioritize meetingsappointment priorities or reschedule or refuse appointments orinvitations.
• Contact participants and notifythem of topics to be discussed.
• Schedule roomand audio visual reservations.
• Prepare agendashandouts and background materials.
• Work withstaff on creation and preparation of presentations and slides ;provide task support for presentations and/or handouts (copy printdistribute etc.).
• After meetings review thefolder/notes for items requiring followup action; summarize anddistribute minutes
• Manages parking stickersfor Office of Clinical Director (OCD) and OCD visitors.
• Point of contact for guests applicants works to createitinerary

Updatesdatabases and spreadsheets and creates reports for management.

• Create summaries andreports based on information gathered.
• Updateand maintain the Program and Employee Services (PES) personnel listand phone directories.
• Communicate withDivision staff for edits/revisions to the personnel list and phonedirectories; distribute updates within and out of PES.
• Develop and/or complete forms and prepare for staffssignatures.
• Develop maintain and updatespreadsheets for ongoing projects

Maintains inventory and initiates purchaserequests.

• Maintain officerecords including office procurements and reimbursementprocedures.
• Oversee inventory of officesupplies.
• Prepare purchase requestsmaintenance agreement and draft justification for governmentsignature of needed office supply items.
• Collaborate with administrative staff to ensure that allpurchase requests are filled in a timely manner.
• POTS Ordering for Office of Clinical Director.
• Handles Meter reading request (Quarterly) for office OMNIprinter/scanner.

Deliverables

Manageand update Clinical Directors calendar and OCD Leave calendaraccurately and keep Director updated AdHoc Handles conference roomscheduling closely coordinating with Clinical Director and requiredmembers. AdHoc Completes all Timekeeping activities in a timelymanner for OCD. AdHoc