Secretary- Coordinate, plan, communicate

Staff Name: 
Steven A. Rosenberg, M.D., Ph.D.
Lab/Branch/Program: 
Surgery Branch
Location: 
Bethesda
Research Area Keywords: 

Detail Oriented, Strong Communication Skills (oral/written)

Position Description: 

Dr. Steven Rosenberg, Surgery Branch, has an opening for a Secretary to support the office of the Chief.

Duties include:

  • Coordinates and assists with submission of scientific publications;
  • Coordinates, plans, prepares and edits documents for submission related to Branch Chief and Branch Principal Investigator’s (PI’s) professional activities, such as boards and committees;
  • Researches both computerized and non-computerized medical literature in major national and international databases, such as the National Library of Medicine’s PubMed data-base, as well as NCI databases such as the Physician Data Query (PDQ);
  • Maintains Branch PI’s daily calendars, makes appointments, arranges conferences and meetings without specific prior approval based on knowledge of the Branch PI’s schedules;
  • Coordinates the planning of scientific meetings, including communications with distinguished lecturers, invited guests and participants, registration and meeting logistics;
  • Schedules and organizes meetings and work with staff to identify key issues that must be addressed at the meetings:  develops an agenda; identifies, assesses, drafts, edits, revises, and assembles necessary background materials;
  • Plans, coordinates and comprehensively handles logistics for Branch Chief and Branch PI’s domestic and international travel, including outside activities and sponsored travel;
  • Maintains databases for tracking, analyzing and reporting of all activities including, professional activities, travel, and project management;
  • Follows up on all assigned projects and correspondence to ensure that timely completion of tasks and/or deadlines is met;
  • Coordinates signature and review for a variety of time-sensitive, confidential documents such as grant proposals, professional licensure reimbursement requests, and memorandums of understanding; receive and process action items submitted to the Branch Chief and Branch PI’s for response;
  • Reviews, processes, and enters requests for necessary systems, such as CGE, POTS, LMS, FPS, NED, and ITAS;
  • Provides administrative support to the Branch PI’s during execution of day-to-day functions, planning and implementation of projects, including setting priorities, managing assigned tasks, monitoring project status, reviewing deliverables, and providing status updates;
  • Develops periodic and special reports and procedures; searches records and files, the internet, background materials and precedent references;
  • Obtains information and data for Branch Chief and Branch PI’s; reviews and summarizes materials and data.  Gathers and coordinates information for review, conducts data entry and file maintenance, edits and/or prepares text, data and charts as needed;
  • Prepares a variety of documents to include, but is not limited to, letters, memorandums, and any other assigned material, (reports, schedules, agendas, manuscripts, abstracts, graphs etc.); obtains clearances as needed;
  • Prepares and gathers material for use in reports, presentations and speeches of the supervisor which includes maintaining a file of visual aids for use in presentations and making all arrangements for the presentations;
  • Receives all visitors and telephone calls to the Branch PI’s.  Screens calls by determining the nature and purpose of the call referring calls not requiring the supervisor’s attention to other staff members or handling the matter personally.  When calls must be referred to the appropriate Branch PI, the incumbent furnishes that PI with information readily obtainable to aid in the discussion;
  • Controls all correspondence.  Receives all incoming unclassified mail for the Branch PIs and maintains a daily log of all official mail.  Determines whether correspondence should be brought to the attention of the supervisor, referred to the appropriate personnel or handled personally.  Follows up on incoming mail to ensure timely and appropriate action.  Reviews all outgoing correspondence for neatness, accuracy, adherence to established format and adherence to the supervisor’s policies.  Drafts correspondence such as routine official correspondence, social and personal acknowledgments, congratulatory letters, acceptance letters and routine office reports;
  • Assists with the processing and workflow of incoming medical records and imaging studies sent to PIs for second opinions or evaluation for clinical trials.
Number of Positions: 
1
C.V. Required: 
Yes
Number of References Required: 
3
Experience Required: 
  • A high school diploma, bachelors degree, or two (2) years of hands-on related experience;
  • Excellent analytical, organizational, and time management skills;
  • Experience with Microsoft Office Suite (e.g. MS Word, Excel, Outlook, SharePoint, PowerPoint and End Note).
How To Apply: 

Please send resume including references  by e-mail, fax or mail to:

Michelle Gaye
Surgery Branch, CCR, NCI
CRC/3-3940
10 Center Drive, MSC  1201
Bethesda, Maryland  20892
Phone:  (240) 858-3080
Fax: (301) 402-1738
michelle.gaye@nih.gov

Contact Name: 
Michelle Gaye
Contact E-mail: 
Contact Phone: 
240-858-3080
Contact Fax: 
301-402-1738

HHS, NIH, and NCI are Equal Opportunity Employers