Administrative Assistant III

Contemporaries is a government contracting firm working with the National Institutes of Health. We are currently looking to add an experienced Admin III to their team on a long-term contract. This is a hybrid position with 3 days in office, and 2 days remote. This position will be in a medical/customer service environment. Fitting candidates should have previous administrative support experience, excellent customer service and communication skills, experience organizing documents and filing, experience managing schedules and calendars, and experience working with SOPs. 

Duties: 

• Customer service: Position requires direct contact in-person and by phone with clinicians, researchers, and other staff and visitors. The contractor will receive visitors to the office, direct callers to proper individuals, and provide necessary information on own initiative. 
• Team Work: Demonstrates understanding of program mission and completes work to support team goals. Assists other team members in completing assignments, as necessary or as requested, and fills in where and when needed. 
• Completes and documents financial assessments for research participants, obtaining personal information in order to make initial and continuing eligibility determinations for financial assistance. 
• Administration of patient emergency fund and Wig vouchers. 
• Training Requests: Submits and maintains departmental training requests. Maintains electronic training log for the department. 
• Assists with scheduling interpreter appointments as needed. 
• Distribute and maintain on-call reports and memoranda for department. 
• Coordinate and manage administrative needs for workshops/seminars. 
• Receive, respond to and redirect visitors and telephone calls. 
• Maintain daily calendars. 
• Review incoming mail and packages-maintain tracking system of items requiring signatures. 
• Draft letters and memoranda. 
• Coordination for office events. 
• Responding to all incoming telephone calls and direct to appropriate staff. 
• Personnel files for SWD - Assist with Quality Assurance and Credentialing/privileging process as directed. 
• Maintaining continual communication with housekeeping and facilities personnel to ensure department sections are properly maintained. 
• Copy, Fax, Scan, Email, route and file documents as needed. 
• Prepare interview packets, coordinate interviews. 
• Maintain administrative SOPs.
• Property Management: Manage departmental IT and Property Inventory lists, distribution and enters/tracks/follows up on requests for repairs. Assists administrative officer with property tracking. 
• Initiate/review or coordinate foreign and domestic travel authorizations/vouchers/VISA/Passports. Maintain travel log. 
• Assist in preparing basic statistical analyses, tabulations, spreadsheet completions, graphic presentations and reports. 
• Enter purchase requests for staff members and track progress of orders. 
• Coordinate employee orientation. 
• Assisting with scheduling interviews for interns and staff applications. 
• Prep manuscripts. 
• Prep meeting agendas and briefing slides and record meeting minutes. 
• Timekeeping data entry for staff and volunteers. 

Profile: 

• Experience working as an administrative assistant in government or medical setting. Previous NIH experience preferred. 
• Experience managing an office including communication, inventory, repairs, mail, and scheduling. 
• Significant experience managing calendars. 
• Ability to provide excellent customer service, with clear communication either written or verbal. 
• Strong writing skills. 
• Ability to operate and maintain office equipment. 
• Experience working with government travel highly preferred. 
• Experience working with software/tools including: NED, POTS, Oracle, or ITAS preferred. 
• Experience working with software including SharePoint and MS Office is a must.