ADMINISTRATIVE ASSISTANT ONC DNC CS
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The Administrative Assistant V supports the Immediate Office of the National Coordinator in managing and executing daily projects and priorities for the Deputy National Coordinator (DNC) and the Chief Scientist (CS). This work includes a variety of tasks related to the daily work and activities of the DNC and CS, including providing senior executive level administrative support, performing analytical and evaluation of tasks, and conducting other high priority and urgent projects as assigned by the DNC and CS.
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.
Assists with managing the Deputy National Coordinator and Chief Scientist’s calendars.
Organizes, convenes, and facilitates regular meetings of project and portfolio/ad hoc team leads with the ONC as well as meetings with other non-ONC stakeholders (federal and non-federal).
Develops meeting tools, such as slide decks, agendas, and other documents and communications necessary to support the meetings.
Develops and distributes notes/results/action items from the meetings. Tracks action items and updates project management documentation as indicated based on meeting proceedings and sends out necessary communication to promote the completion of action items.
Conducts analyses of tasks, and documents findings in briefings or decision documents as appropriate to the assignment.
Conducts research projects and performs analysis and evaluation of other special projects as assigned.
Works cooperatively with staff across ONC to follow up on priority projects in order to ensure the necessary information and materials required.
Prepares presentation materials for high-priority in-house and/or public-facing activities.
Supports the development of various project documents, and facilitates work of planning and steering groups within ONC and across HHS Divisions. This includes, but is not limited to, reviewing and editing project management documents, analyzing data received from ONC program offices and providing reports to the DNC and CS.
Coordinates, processes, tracks, and organizes programmatic related tasks in ONC systems.
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 with a minimum of two (2) years’ related experience, or equivalent combination of education / experience. Knowledge of Concur is a preferred (will train). Advanced knowledge of Word, Outlook, and general project management principles are preferred.
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
Advanced 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 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 commonsense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-one-one and small group situations to customers, clients, and other employees of the organization.
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.
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