Administrative Assistant II – Social Work
The Administrative Assistant II – Social Work will independently provide support services to satisfy the overall operational objectives of the National Institutes of Health Clinical Center in the Social Work Department. This position helps to improve office management efficiencies by performing a variety of administrative and clerical tasks that support management and functional processes.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Completes and documents financial assessments for potential or accepted research participants, obtains information about their household, living situation, employment, financial situation and other information, in order to make initial and continuing eligibility determinations for financial assistance.
Performs administration of Patient Emergency Fund vouchers and Wig vouchers.
Receives and responds to requests for lodging arrangements for research participants/caregivers, as needed/requested. Tracks and documents all interactions, communicating with third parties as needed (i.e. research nurses, medical staff members, and hotel staff).
Assists in the production of multimedia presentations.
Distributes and maintains on-call reports for department.
Coordinates and manages sponsored workshops/seminars.
Receives, responds to and redirects visitors and telephone calls, to appropriate staff.
Maintains daily conference room, coverage and leave calendars.
Reviews incoming mail and packages. Maintains computer tracking system of items requiring signatures.
Drafts letters and memoranda.
Coordinates office events.
Assists with master file quality assurance and credentialing/privileging process as directed.
Maintains continual communication with housekeeping and facilities personnel to ensure the department sections are properly maintained.
Copies, faxes, scans, emails, routes and files documents as needed.
Handles requests for information.
Prepares interview packets and coordinates interviews.
Maintains administrative Standard Operating Procedures (SOP’s).
Arranges for departmental repairs, etc.
Initiates/reviews or coordinates foreign and domestic travel authorizations, vouchers, VISA’s and passports.
Maintains travel log data.
Assists in preparing basic statistical analyses, tabulations, spreadsheet completions, graphic presentations and reports.
Enters purchase requests for staff members and tracks progress of orders.
Coordinates employee orientation.
Assists in maintaining personnel records, staff applicants and scheduling interviews for interns.
Prepares manuscripts, meeting agendas and briefing slides and takes meeting minutes.
Ensures complete and accurate timekeeping data entry for staff.
Responsible for systems entries into FPS, NED, POTS, Oracle, CRIS, ATV, PEFR, Key Management, ITAS, SharePoint.
Arranges for the shipping of international and domestic packages.
Tracks department property and maintains spreadsheet reports of this information.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and coworkers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions to the best of own ability.
EDUCATION / EXPERIENCE
Associate's degree and a minimum of four (4) years’ relevant experience, or equivalent combination of education / experience.
CERTIFICATES, LICENSES, REGISTRATION
Must be able to obtain government security clearance
U.S. Citizens / Green Card only due to government or federal requirement
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference
Proficient experience in Microsoft applications (Word, Excel, etc.)
Familiarity with software database and business systems
Adobe usage including form formatting
SharePoint usage including uploading and modifying online documents
Prior work in a scientific research environment for a large Federal agency, as well as a firm knowledge of business administration is desired
Must communicate fluently in both spoken and written English
Strong communication skills, both oral and written
Ability to transcribe and edit documents
Analytic, organizational and time management skills
Ability to work independently and in a collaborative team environment consisting of a diverse population
Ability to provide excellent customer service to customers who may be upset or experiencing psychosocial crises
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
SPECIAL PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to perform successfully the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. Work is primarily performed in an office environment. Regularly required to sit. Regularly required use hands to finger, handle, or feel, reach with hands and arms to handle objects and operate tools, computer, and/or controls. Required to speak and hear. Occasionally required to stand, walk and stoop, kneel, crouch, or crawl. Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, and ability to adjust focus. Exposed to general office noise with computers printers and light traffic.