Job Summary

We are seeking an Administrative Support Specialist III to provide administrative and clerical support for Principal Investigator (PI), Administrative Officer (AO), and/or other government personnel.  In this role you will perform secretarial, clerical, organizational and administrative support duties. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.  

• Communicate verbally and in writing in a professional manner to include prepare and proofread documents including memos, letters, spreadsheets, and reports.
• Answer phone and e-mail inquiries, directing them to the proper person.
• Receive and announce visitors.
• Maintain calendar of appointments.
• Serve as point of contact for conference room schedules.
• Sort and distribute mail; Pick up and deliver packages less than 25 pounds.
• Prepare shipping and FedEx requests.
• Create and maintain various written and electronic files.
• Data entry into local laboratory or DIR databases, including personnel, travel, and procurement requests.
• Collect and utilize reference materials, SOPs, and policies.
• Prepare domestic travel vouchers in a complete and accurate manner.
• Independently initiate, prepare, review, and track domestic, foreign, and sponsored travel actions.
• Submit key requests for new staff, enter new staff into the ID system (NED), and perform timekeeping duties.
• Conduct orientation for new laboratory staff.
• Prepare and review initial and renewal personnel packages for clinical fellows, faculty, and rotators.
• Coordinate with affiliate sites to onboard fellows at their locations.
• Prepare initial and reappointment patient care credentialing packages for fellows and faculty in the Clinical Fellowship Program.
• Maintain all Fellowship Program requirements to ensure continued accreditation.
• Prepare for audits, inspections, and reviews of the Fellowship Program.
• Maintain New Innovations fellow and faculty registrations, block schedules, and work-hour submissions.
• Prepare and update Program Letters of Agreement (PLAs) for affiliate sites and fellows’ out-rotation sites.
• Update and distribute fellow, faculty, and program evaluations.
• Maintain fellowship publications reports and enter ACGME Scholarly Activity reports.
• Maintain ACGME and ABOG website updates and serve as point of contact for GMEC matters.
• Serve as Program Recruitment Coordinator by: Reviewing applications submitted through ERAS, Preparing applications for review, Scheduling, coordinating, and hosting virtual interviews,
• Registering for the National Resident Matching Program (NRMP).
• Obtain pricing quotes and complete procurement forms for government approval.
• Serve as Property Custodial Officer.
• Guide and direct property contractors during annual physical inventories.
• Submit building maintenance requests and follow up to ensure completion.
• Prepare work requests for renovations, telecommunications, and printing services.
• Coordinate administrative work performed by support staff within the organization.
• Provide guidance and instruction to co-workers and new professional staff on administrative procedures.
• Assist senior administrative support staff.
• Work with minimal supervision and provide direction to Level I and Level II staff.

Job Qualifications

To qualify for this role you must have the following: 

Education:  High school diploma or general education degree (GED).
Experience: A minimum of three years administrative experience working in an office environment required.  Of this experience, at least one year of credentialling experience required. 

Preferred: Bachelors degree, experience with Government personnel packages.

The pay range for this position is $32.25-$37.69 per hour. Please note that salaries vary within the range based on factors including, but not limited to, experience, skills, education, certifications, and location.