Program Assistant - Administrative
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The Neuro-Oncology Branch (NOB) is a critical component of the Brain Tumor Program at the NIH, dedicated to the treatment of patients with primary brain tumors and the basic, pre-clinical research pertinent to the elucidation of the causes and treatment of this group of cancers. NOB is committed to the development of an integrated clinical, translational, and basic research program that engages the strengths and resources of the National Cancer Institute (NCI) to develop novel experimental therapeutics for patients with tumors of the brain and spinal cord. NOB is seeking a Program Assistant to assist its expanding clinical and laboratory programs.
- Provide administrative support to the NOB during execution of day-to-day functions, planning and implementation of projects, including setting priorities, managing assigned tasks, monitoring project status, reviewing reports and deliverables, and providing status updates.
- Coordinate, plan, prepare and edit documents for submission related to Branch personnel actions, including but not limited to appointments, renewals, terminations, credentialing, and license reimbursements.
- Receive all visitors and telephone calls to the NOB. Screen calls by determining the nature and purpose of the call, referring calls not requiring the Branch Chief’s attention to other NCI staff members or handling the matter directly. When calls must be referred to the appropriate Branch Principal Investigator (PI), the Contractor shall furnish that PI with information readily obtainable to aid in the discussion. Accompany or assist visitors as necessary, working collaboratively with the Program Assistant in the NOB laboratory.
- Receive all incoming mail and faxes for the NOB and distribute or process appropriately, including invoices and donor checks. Determine whether correspondence should be brought to the attention of the Branch Chief, referred to the appropriate personnel or handled directly. Draft correspondence such as routine official correspondence, acknowledgments, acceptance letters and routine office reports.
- Review, process, and enter requests for necessary systems, including but not limited to Concur Government Expense (CGE), Purchasing Online Tracking System (POTS), Learning Management System (LMS), Fellowship Payment System (FPS), National Institutes of Health (NIH) Enterprise Directory (NED), and Integrated Time and Attendance System (ITAS).
- Assist with the processing and workflow of incoming medical records and imaging studies sent to PIs for second opinions or evaluation for clinical trials. File patient progress notes and other documents in patient charts in a timely manner. Maintain and update ‘Active Patient/Primary Provider’ and ‘Deceased Patients’ lists and files.
- Assist Patient Care Coordinators in scanning source documents; scanning any needed medical records; labeling, uploading, verifying medical records in CRIS; obtaining outside medical records; confirming patient appointments; updating patient schedules; retrieving and sending pathology specimens.
- Plan, coordinate and comprehensively handle logistics for NOB staff’s domestic and international travel, including outside activities and sponsored travel.
- Schedule and organize meetings and work with staff to identify key issues that must be addressed at the meetings including but not limited to: developing an agenda; identifying, assessing, drafting, editing, revising, and assembling necessary background materials
- Coordinate the planning of scientific meetings, including but not limited to communications with distinguished lecturers, invited guests and participants, registration and meeting logistics, and travel arrangements.
- Analyze information and materials requested for review by NOB and clinical center staff and determine the appropriate NOB or CCR components and staff to assist in the preparation of responses. Coordinate signature and review for a variety of time-sensitive, confidential documents such as memorandums and professional licensure reimbursement requests; receive and process action items submitted to the NOB staff for response as appropriate.
- Prepare a variety of documents to include, but not limited to letters, memorandums and any other assigned material, (reports, schedules, agendas, manuscripts, abstracts, graphs etc.); obtain clearances as needed. Research, develop, review and revise a variety of documents and reports. Develop periodic and special reports and procedures; search records and files, the internet, background materials and precedent references. Obtain information and data for the NOB staff; review and summarize materials and data. Gather and coordinate information for review, conduct data entry and file maintenance, edit and/or prepare text, data and charts as needed.
- Provide assistance regarding management functions, including but not limited to, assistance with a variety of management and administrative studies to analyze and/or evaluate internal procedures, policies, processes and systems for the purpose of improving efficiency.
- Experience in a professional administrative setting or a bachelor level degree with knowledge of professional office administrative procedures.
- Knowledge of information retrieval as well as computerized and non-computerized sources of medical literature to conduct extensive research.
- Expertise in Microsoft Office Suite (MS Word, Excel, Outlook).
- Strong communications skills, both oral and written.
- Excellent analytical, organizational and time management skills.
Bethesda is located adjacent to Washington, D.C. and is an urban core of Montgomery County, MD. Bethesda is one of the most affluent and highly educated communities in the United States. It is a vibrant town, and a destination for shopping, dining and artistic and cultural events.
Please send curriculum vitae to the attention of Lilian Yang, Neuro-Oncology Branch, CCR, NCI, 9030 Old Georgetown Road, Building 82, Room 237, Bethesda, MD 20892 at NCINeuroOncology@mail.nih.gov.
HHS, NIH, and NCI are Equal Opportunity Employers