Job Description

Administration Support SpecialistForbe's - America's most educated small townBethesda is located in southern Montgomery County, Maryland, just northwest of the United States capital of Washington, D.C. It takes its name from a local church, the Bethesda Meeting House (1820, rebuilt 1849), which in turn took its name from Jerusalem's Pool of Bethesda. The National Institutes of Health main campus and the Walter Reed National Military Medical Center are in Bethesda, as are a number of corporate and government headquarters. Bethesda is one of the most affluent and highly educated communities in the United States. In 2014 it placed first in Forbes list of America's most educated small towns and first on CNNMoney.com's list of top-earning American towns in 2012. In April 2009, Forbes ranked Bethesda second on its list of "America's Most Livable Cities." In October 2009, based on education, income, health, and fitness, Total Beauty ranked Bethesda first on its list of the U.S.'s "Top 10 Hottest-Guy Cities."Overview (Duties Include But Are Not Limited)Plans, develops, and coordinates administrative and management functions and operations.Prepares letters, memorandums, and reports.Utilizes electronic mail and electronic calendar systems, as well as various software packages to prepare reports and briefings, all forms of correspondence, messages, statistical reports, etc., in draft and final versions for public delivery and/or publication.Responsible for managing the operational schedule and directs the administrative operations of the Executive Service office.Inputs and retrieves information, and knowledge sources for compilation, interpretation and presentation to support key issues under review by the department staff.Routes requests or work orders to appropriate functions for actionsEstablishes and maintains database records of forecasted project milestones, and other data elements relative to meeting objectives and use of resources.Conducts studies of activities, functions, and procedures that involve the administrative support of the organization.Makes recommendations to the supervisor regarding changes in office policy, procedures, format or correspondence.Coordinates and ensures procedures meet organizational requirements and are consistently understood and followed by all the staff.Establishes, reviews and updates complex administrative office procedures and guidelines. Reviews and analyzes administrative policies.Develops and establishes the office methods and processes.Resolve a variety of conflicts of administrative policies.Manages and provides technical guidance to subordinate echelons on administrative and office operation and responds to issues and inquiries.Provides administrative accountability and input time and attendance information.Maintains and monitors client controls cost, including Time and Attendance, and DMHRSI (Defense Medical Human Resources System-Internet).Provides assistance to management with regard to such matters as recruitment, reassignments, grievances, morale, turnover, absenteeism, disciplinary actions and standards of performance.Coordinates and acts as organizational liaison on Human Resources initiatives or requirements.Assists employees with pay issues (additional assistance due to the handicapped employees). Also assists if needed with QA Inspections (as a Quality Assurance Specialist/Performance Assessment Representative).Assists with and monitors updating Position Descriptions, employee evaluations, employee of the month program, and monthly contract assessments.Assists senior management with ordering supplies and functions as the POC for all IT issues.Serves as training coordinator. Ensures assigned personnel are in compliance with all mandatory training.Maintains office calendars and appointment/meeting schedule, arranging meetings, conferences and training events.Prepares agenda and meetings, conferences, and accurately documents minutes.Prepares travel orders; makes travel and housing arrangements; arranges schedule to visits and coordinates security arrangements.Reviews and corrects outgoing correspondence, prepared for signature of supervisor or higher level, for format, spelling, punctuation, typographical errors and completeness.Composes official correspondence independently or form brief or vague instructions.Resolves conflicts or departure from policies discovered in correspondence review prior to presenting to the supervisor.Receives and screen calls and visitors to the office, receiving and reviewing all incoming correspondence and preparing replies to general inquiries and routine actions.Screens out those requiring the department chief's personal attention and refers the remainder to staff members based on the subject matter.Maintains electronic and hardcopy files of various documents, to include e-mail, briefings, policy memorandums, in accordance with established records management procedures.Maintains office publications and directive and ensures they are current and updated periodically.Receives, distributes and dispatches all office mail to include special handling, such as certified, registered or express mail.QualificationsPossess an Associate's degree in medical office management or related discipline.Possess knowledge of and skill in applying administrative principles and practices, and applying analytical techniques and evaluative methods to issues or studies concerning all administrative and related matters in order to improve the efficiency and effectiveness of clinical operations.Possess knowledge of methods and procedures, mission requirements, program goals and objectives, pertinent laws, regulations, policies and precedents which govern the operation of the organization.Possess knowledge of missions, organization, programs and requirements of health care delivery system within the MTF.Possess the ability to develop methods and procedures for the conduct of administrative support functions or program operations.Possess the ability to communicate effectively both orally and in writing.Possess the ability to plan, organize, coordinate and expedite work in situations involving a variety of diverse demands.KurzSolutions is committed to improving health outcomes by providing well-managed companies with the top healthcare talent in the market.

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