Administrative Assistant
Dynamic Systems Technology - Rockville, MD

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Candidate Skills and Abilities:
  • Strong interpersonal skills and the ability to interact with patients as it pertains to general program inquires and scheduling.
  • Strong organizational skills, detail oriented and the ability to prioritize tasks.
  • Efficient (Intermediate skill level and above) with Microsoft Suite application.
  • Able to quickly learn on-site computer software programs.
  • Team player with flexible and cooperative approach in supporting the daily administrative functions and needs for Intramural Research.
  • Past/Current experience with the National Institute of Health (NIH) preferred.
Administrative Support Position Duties – High Independence Level Required:

  • Manage appointment calendars, scheduling meetings and events to make effective use of Investigator’s time. Review calendar on a weekly basis to confirm future events are correct.
  • Keep Investigators informed of upcoming deadlines and provide assistance compiling information to meet deadlines as required.
  • Draft correspondence for Investigators signature, often including knowledge and handling of confidential information.
  • Arrange travel, including foreign, domestic, local and sponsored trips, including securing passports and visas as necessary. Also, prepare travel packet for travelers with all necessary documentation, and voucher for trip once the travel is completed in compliance with government travel regulations and policy.
  • Plan and arrange meetings on Investigators behalf, including securing space, managing room equipment setup, greeting and escorting meeting attendees.
  • Answer office phones and greet visitors promptly. Reply to email and voicemail within 24 business hours of receipt.
  • Maintain orderly and accurate office files, following government documentation retention guidelines.
  • Assists with providing a full range of administrative coordination services regarding staffing needs. Assure that all necessary documentation is completed for all personnel packages. Monitors status of actions and provides additional information if required.
  • Assist employees on policy regarding general administrative procedures; assist staff or instruct them on use of administrative systems, such as Administrative Database, Automated Timekeeping and more.
  • Assist with all Outside Activities, which involve interaction with IC’s Ethics Office and Sponsored Travel.
  • Enter and track Fellowship Payment System (FPS) information on a monthly basis.
  • Requisition keys, cell phones, pagers, badge access, and desk phone orders for new and current employees within 1-2 days of request.
  • Order supplies, including equipment and furniture, following NHLBI procedures for procurement and monitor orders to ensure they are received.
  • Work as the member of the HB Administrative Support Team.
  • Serve as a timekeeper for assigned staff.
Clinical Support Position Duties– High Independence Level Required:

  • Provide administrative support to the Sickle Cell Weekly Clinic.
  • Prepare the Sickle Cell clinic list and disseminate to appropriate staff by Friday of each week.
  • Submit Day Hospital Pre-admits for protocol patients by Friday of each week.
  • Schedule and confirm Sickle Cell patients of clinic appointments, providing appointment details, lodging and transportation when necessary.
  • Attend clinic during hours of operation to manage patient flow.
  • Arrange access for medical record transfers upon request.
  • Act as the POC for the Sickle Cell Program, receiving calls and directing patients to appropriate study coordinators.
  • Maintain patient shadow chart filing system.
  • Submit requests for travel reimbursements and volunteer payments using automated systems.
  • Verify accuracy and completeness of information on protocol consent forms and route to medical records.
  • Track patient accrual and enter patient profiles into the Clinical Data System for research studies as needed.
  • Attend weekly operations meetings.