Executive Assistant To Director Of Pediatrics

1 month ago

Bethesda, United Kingdom PriceSenz Full time

Title : Executive Assistant ToDirector Of Pediatrics
Location:Bethesda MD 20817

Overall Position Summary andObjectives

The Executive Assistant(EA) to the Director of Paediatrics for the All of Us ResearchProgram will work closely with the Director providing expertadministrative support. The Paediatric Branch of the Department ofCohort Development was established in late 2022. The EA willsupport the Director in performing all the duties of this newBranch success of which requires coordination across all currentDivisions and Offices of the Program. The EA will also support theDirector in building this new Branch including coordination ofhiring activities. Critical thinking collaboration and very strongcommunication skills are critical attributes and skills of asuccessful candidate.

Min EducationAssociates

Certifications& Licenses

  • CertifiedAdministrative Professional

Skills (Ranked by Priority)

  1. Executive level support
  2. Meeting minutes/summary reports
  3. Travel planning
  4. Meetingcoordination
  5. Project management websitecontent management
  6. Expense reconciliationproject management/planning timekeeping fellowship programmanagement
  7. Outreach Activities
  8. Data analysis
  9. Calendaring
  10. NIH experience Preferred
  11. StrongCommunication Skills
  12. Scheduling

Software

  • SharePoint
  • MSOffice
  • WebEx

Field of Study

  • Business Management and Administration

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 and coordinatesystems for communications among staff to facilitate the efficientflow 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.
  • Assist Director with onboarding newBranch staff (reviewing certs and resumes identifying candidatessetting up interviews capturing feedback from interviews prepareonboarding paperwork)
  • Manage monitor andtrack electronic correspondence directed to principal; preparedraft replies to regular and electronic correspondence.
  • Maintain a list of Action Items for the Director andfuture staff and track their progress/completion.
  • Update and maintain calendar for Director of Paediatricsand future Branch staff members.
  • Reviewincoming correspondence and documents requiringapproval.
  • Assist with documentation forvarious awards (SLRP special act directors service excellenceetc).

Schedules andmaintains an accurate tracking system of allactivities.

  • Schedule andmaintain tracking system for all activities.
  • Coordinate interoffice activities; inform staff whenissues/concerns arise so that proper actions can be taken.
  • Maintain databases for tracking analysing andreporting of all activities including professional activitiestravel and project management.
  • CoordinateDirector and future staff travel including itinerary developmentdelivery of briefings and related materials; generate and preparerequired documents prior to and following travel.

Stays abreast of and implementscurrent regulations policies and procedures and updates staff onrelevant information.

  • Research and propose new administrativeprocedures.
  • Review and summarize the contentof incoming materials specially gathered information ormeetings.
  • Coordinate the new information withbackground office sources; draw attention to important parts orconflicts.
  • Monitor compliance with programpolicies and procedures; identify strategies to ensure that programand contractual compliance is maintained.
  • Review documentation for compliance with policy andprocedures; interpret instructions for adherence to format; collectdata; provide summaries for analysis and interpretation.

Plans and completesvarious special projects.

  • Conduct computerized searches of library referencesscientific publications and other databases;
  • Extract and consolidate pertinent information.
  • Organize scientific articles and materials.
  • Plan and complete various special projects.
  • Provide status reports on the progress on managing theseprojects/activities and collaborating with appropriatestaff.
  • Provide editorial and logisticalassistance to staff on managing specialprojects/activities.
  • Research informationrequested and provide that information; maintain status ofprojects; follow up on actions through contact with officestaff
  • Work independently on special projects;research and initiate actions pertaining to operational issues;coordinate proponents to research; resolve action processingissues.
  • Perform a variety of complexspecialized support tasks on an ongoing and ad hocbasis.
  • Develop briefing papers speeches andremarks talking points data visualization tools and backgroundmaterials for
  • internal staff meetings andexternal engagement events.
  • Work with Divisionand Branch staff on the planning of events workshops and teamconferences; develop the agenda; organize panel members andspeakers; coordinate logistics.

Arranges conferences and meetings and contactsattending professionals makes travel arrangements maintains complexschedules and calendars and advises staff on the most effectivemethod and format of presentations.

  • Coordinate meetings conference calls seminars workshopsand courses for staff; schedule conference rooms.
  • Update/maintain shared calendars; rearrange calendar toaccommodate situations of an urgent nature.
  • Establish and prioritize meetings appointment prioritiesor reschedule or refuse appointments or invitations.
  • Contact participants and notify them of topics to bediscussed.
  • Schedule room and audiovisualreservations.
  • Prepare agendas handouts andbackground materials.
  • Work with staff oncreation and preparation of presentations and slides ; provide tasksupport for presentations and/or handouts (copy print distributeetc.).
  • After meetings review the folder/notesfor items requiring followup action; summarize and distributeminutes
  • Attend and participate in staffmeetings.

Updatesdatabases and spreadsheets and creates reports formanagement.

  • Developmaintain and update spreadsheets for personnel budget and travelactions.
  • Develop and manage databases asneeded to track protocol metadata and quality control checks.
  • Develop and/or complete forms and prepare forstaffs signatures.

Maintains inventory and initiates purchaserequests.

N/A

IF YOU ARE INTERESTED AND MET THESEQUALIFICATIONS PLEASE APPLY WITH YOUR UPDATEDRESUME

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