The Administrative Specialist-OPOL assists and supports the Executive Director of Office of Policy (OPOL) under the Office of the National Coordinator for Health IT (ONC). OPOL creates, implements and supports Policies for the Office of the National Coordinator for Health IT. OPOL serves as the legal arm with regards to the policies created by ONC to support its mission
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.
Demonstrates competent knowledge of Microsoft office suite including PowerPoint, Word, Excel, and most importantly with Outlook capabilities including calendar scheduling and e-mail.
Manages the Executive Director’s calendars and OPOL’s scheduler group calendar. Schedules meetings/ manages calendars of OPOL and group email boxes and ensures correspondence is timely.
Collects and assembles weekly occurrence documents and prepares agendas for various OPOL meetings.
Uses the Concur Travel system to prepare travel arrangements for the Executive Director and senior leadership of OPOL per Federal travel regulations. Travel arrangements includes creating travel authorizations for routing for approval in automated system and filing travel vouchers with receipts in a timely manner.
Manages shared equipment; copiers, faxes, scanners, printers.
Schedules conference room reservations, upkeeps and sets-up presentation equipment for meetings.
Maintains copy room, orders office supplies and assures supplies are stocked.
Scans, faxes and files both paper and electronic documents.
Manages the on-boarding process for respective office; helps with bringing a new team member on board, assists with space options, assists with filling out paperwork for phone and computers, etc.
Becomes knowledgeable of conference room technology (i.e. set-up A/V equipment, dial into conference line) and meeting logistics including securing meeting rooms.
Greets and escorts guests for in-house meetings.
Assists other offices in ONC, on occasion, to fill in for unplanned absences.
Manages and establishes teleconference, GoToMeetings, GoToWebinars, and Zoom; attends trainings for updates on use of these applications.
Works cooperatively with staff across OPOL to follow up on priority projects in order to ensure the necessary information and materials required by OPOL are available.
Uses a time keeping automated system (ITAS). Inputs and reviews time and attendance. Makes sure staff leave requests are properly reviewed and entered in the system.
Performs other related administrative duties as assigned.
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
Bachelor’s degree and a minimum of three (3) years’ relevant experience working in a professional business environment; or equivalent combination of education / experience.
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Operational knowledge of standard office practices and procedures
Working knowledge of business records management and filing processes
Skilled proficiency in the use of Microsoft Windows and Office Suite (i.e., Word, Excel, Outlook, PowerPoint, etc.)
Knowledgeable and proficient in the use of the English language as to professional business grammar, in the preparation of correspondence, reports and presentations
Excellent verbal and written communication skills
Excellent problem-solving skills
Ability to make sound judgments in a business environment
Ability to work effectively both individually and in a team environment
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
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 define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
SPECIAL PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform 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.