ADMINISTRATIVE SUPPORT SERVICES -- 3 POSITIONS 3110

ADMINISTRATIVE SUPPORT SERVICES - 3 POSITIONS SENIOR ADMINISTRATIVE ASSISTANT, LEVEL 3 EXECUTIVE ASSISTANT, LEVEL 4 EXECUTIVE ASSISTANT, LEVEL 4 TORP 3110 ABOUT US: Laredo Technical Services, Inc.
provides staffing services to federal Government agencies all over the world.
LTSI connects the right people to the right opportunity.
With our experience in placing our Team Members throughout the United States and overseas, we excel at providing experienced, professional personnel for a wide range of Professional and Office Administration as well as Medical services.
Our goal is to provide the highest quality of professionals in the industry.
LTSI’s culture delivers a strong work ethic while going above and beyond with a sense of urgency.
We are the employee-driven company.
We strive for excellence every day, which is what sets us apart from all the other government contractors.
Our strong work ethic, sense of urgency and commitment to going above and beyond for our clients is what we value most! As a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) Minority Business Enterprise (MBE) that provides a broad range of administrative, project management, and medical staffing support services, we are also honored to be a Member of the Military Spouse Employment Partnership (MSEP), and we encourage military spouses to apply for any of our positions for which they feel they are qualified.
JOB TITLE: One (1) Senior Administrative Assistant Level 3 - Medical Receptionist One (1) Executive Assistant Level 4 - Baltimore Longitudinal Study of Aging (BLSA) Admin Coordinator One (1) Executive Assistant Level 4-Clinical Nurse Manager GOVERNMENT AGENCY & LOCATION: NIA, Harbor Hospital 3001 S.
Hanover Street, 5th Floor Baltimore, MD 21225 One (1) Senior Administrative Assistant Level 3 National Institute on Aging (NIA) Clinical Research Core (CRC) Office of the Scientific Director (OSD) One (1) Executive Assistant Level 4 National Institute on Aging (NIA) Longitudinal Studies Section (LSS) Translational Gerontology Branch (TGB) One (1) Executive Assistant Level 4 National Institute on Aging (NIA) Clinical Research Core (CRC) Office of the Scientific Director (OSD) POSITION INFORMATION: All 3 positions are classified as full-time with the following hours of operation: Administrative Assistant Level 3 for Medical Receptionist: 06:30 am – 3:00 pm, Monday-Friday Executive Assistant Level 4 for BLSA Admin Coordinator: 07:30 am – 4:00 pm, Monday-Friday Executive Assistant Level 4 for Clinical Nurse Manager: 06:30 am – 3:00 pm, Monday-Friday RESPONSIBILITIES: Administrative Assistant Level 3 for Medical Receptionist: The following tasks shall be performed by the Administrative Assistant Level III.
The Administrative Assistant Level III shall have a wide range of responsibilities and shall: Provide administrative support to the Clinical Research Core (CRC).
Assist with the admission process, verifying selected demographic, emergency contact, and advanced directive information.
Distribute, monitor, and track debit cards for the NIA research participants.
Serve as a receptionist for visitors and as a central contact for telephone calls and distribution point for paperwork, laboratory, and test results.
Assist the Medical staff by providing a variety of clerical tasks that ensure the efficiency of the patient unit.
Principal Duties and Responsibilities include the following: Answer the unit telephone and forward calls to the proper staff when needed.
Sign in visitors to the unit and contact the appropriate personnel regarding their arrival.
Perform SMS patient registration and enter orders into SMS for all study participants.
Check participants in/out of the Participant Admission System (PAS) and update information.
Print badges/labels for participants.
Distribute, monitor, and track all participant debit cards.
Use various software applications and web-based systems to provide any information that is needed to accomplish the job.
Receive lab and diagnostic reports and notify appropriate medical staff.
Set up the common area daily for use by the participants and the staff.
Ensure coffee and beverage availability.
Assist participants with meals as needed.
Order nutrition supplies and order floor stock for participants who are prescribed special diets.
Greet and orient participants and visitors to the clinical unit as appropriate.
Notify the appropriate staff of their arrival.
Assist with ordering and maintaining inventory of clerical supplies.
Report actual and potential problems concerning participants, families, staff, and other departments to the Supervisory Nurse Specialist.
Act as alternate in preparing travel orders for participant travel, as needed, in the NIH travel system.
Follow unit guidelines and corporate/departmental procedures.
Print and mail participant packets prior to participant visit (weekly).
Assemble and mail participant birthday cards (monthly).
Maintain an accurate and up-to-date database of all BLSA participants including visit status and type, vital status, follow-up schedule and expanded contact information including cell phone numbers and email addresses of the participants and their designed alternate contact persons.
Follow established retention, re-contact, and scheduling procedures for all active BLSA participants for regular follow-up clinic visits.
Send out BLSA due letters and provide follow-up (monthly).
Call/receive and return calls to participants to schedule/reschedule BLSA visits (daily).
As needed, provide list of potential home visit participants to designated staff.
During participant scheduling, as applicable, communicate with the participant regarding BLSA Neuroimaging assignment and contact the designated staff regarding status.
During participant scheduling, determine need for transportation services and communicate participant transportation needs to designated staff.
Enter scheduling information into various online programs and spreadsheets.
Candidate should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.
) to scan, file and/or store both electronic and paper documents for future reference.
In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.
).
QUALIFICATIONS: A minimum of a high school diploma, GED, or equivalent is required and 2 years of clerical related work experience, in a health care setting preferred.
Basic Life Support, Cardiopulmonary resuscitation (CPR) preferred.
Strong interpersonal relations and good communication skills, both oral and written.
Ability to handle numerous phone calls and demonstrate excellent customer service skills.
Strong clerical skills including typing and filing.
Ability to work in several, complex electronic data systems in order to enter and retrieve the information/data.
Must be capable of performing advanced computer skills with Microsoft Office Suite (Word, Outlook, and Excel).
Possesses attention to detail, good organizational skills, the ability to manage multiple tasks, and demonstrated problem solving skills.
Demonstrate accurate recordkeeping.
May require lifting and/or carrying up to 25 pounds.
Preferred qualities of proposed personnel: Knowledge of medical terminology and abbreviations.
Executive Assistant Level 4 for BLSA Admin Coordinator: The following tasks shall be performed by the Executive Assistant Level 4.
The Executive Assistant Level IV shall have a wide range of responsibilities and shall: Use electronic databases to conduct literature searches and make necessary requests to scientific libraries.
Create, organize, and maintain database of references.
Organize meetings, conference calls and consultations as necessary and record, transcribe and distribute minutes.
Design announcements and posters for publicizing lectures.
Assist with composition of scientific posters for presentations at lectures, meetings, and conferences.
Prepare complex Foreign, Domestic, Local and Sponsored travel arrangements for all TGB staff, invited lecture speakers and Interviewees.
Which includes VISA and passport requirements for foreign travel.
Prepare travel vouchers to secure reimbursement for travelers.
Assist Chief, TGB by maintaining a comprehensive database of reports and project elements due by co-investigators and other LSS staff to ensure efficient and timely completion of work projects.
Assist Senior TGB staff with hiring process for Fellows and Special Volunteers including securing resumes, scheduling interviews, obtaining necessary documentation and wind-down process upon the completion of their appointment.
Responsible for entering fellow stipend payments through the Fellowship Payment System.
Responsible for adherence to NIA desk reference guide for preparation and submission of documents regarding all new TGB appointments and new TGB hires within required lead time.
Responsible for new and renewal personnel packages.
Admin will assist in providing orientation to staff.
Coordinate all online requests from internal and external sources seeking to use data or human samples from the Baltimore Longitudinal Study of Aging (BLSA), Prepare request packages for the Data Sharing Proposal Review Committee to review and approve.
Create Institutional Review Board (IRB) and Office of Human Protection (OHP) submission charts using committee approved requests, Prepare Material Transfer Agreements (MTAs) for signature and execution.
Track and maintain a log of all agreements currently in place.
Admin will assist in updating the website.
Maintain and update all NIA service contracts for TGB, including calling for service on machines, getting new quotes for upcoming service year, and processing paperwork through the federal electronic system.
Enter order information into POTS for purchasing.
Manage BLSA Director and Deputy Director’s calendar.
Assist BLSA Director and Deputy Director with administrative tasks for the Health ABC and GESTALT studies.
Assist Senior level staff with various administrative tasks.
Keep abreast of new and changing rules and regulations.
Meet and greet all visitors to TGB and personally escort them to meetings.
Provide office space, office furniture, new phone lines, computer equipment and supplies to new employees.
Assist new hires in obtaining building access.
Assist with completing complex purchasing documentation when placing orders over the $250,00 threshold.
Set up of BLSA Advisory Board, communicate directly with board members (quarterly).
Create publication lists for BLSA, Health ABC and the GESTALT studies.
Submit abstracts and manuscripts into MAPS for approval.
Responsible for confidential and time sensitive material.
Sole provider of administrative support for over 40+ LSS Staff.
Independently maintain the BLSA e-mail inbox.
Candidate should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.
) to scan, file and/or store both electronic and paper documents for future reference.
In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.
).
QUALIFICATIONS: A college degree and four (4) years of related work experience or a high school diploma and eight (8) years of related work experience are required.
Demonstrated writing and editing skills for scientific journals are a must.
Intermediate skills with Microsoft Office suite.
Experience with graphic design programs such as Adobe Illustrator or Microsoft Publisher preferred.
Effective communication skills, verbal and written, organizational and interpersonal skills necessary.
Must be flexible, a team player and possess a willingness to learn new skills.
Basic financial management skills important.
Attention to detail, good organizational skills, the ability to manage multiple tasks, and demonstrated problem solving skills.
May require lifting and/or carrying up to 25 pounds.
Prior experience in a scientific research environment for a large Federal agency is preferred.
A comprehensive understanding of NIH, its organization and culture is preferred.
Executive Assistant Level 4 for Clinical Nurse Manager: The following tasks shall be performed by the Executive Assistant Level 4.
The Executive Assistant Level IV shall have a wide range of responsibilities and shall: Maintain calendar(s) and ensure Clinical Nurse Manager (CNM) has work/meeting time balance.
Responsible for confidential and time sensitive materials.
Work with the Clinical Director’s Assistant(s) in matters that relate to the NIA Clinical Research Unit.
Work in conjunction with other staff, Office, or Executive Assistants in matters as they relate to matters of the NIA Clinical Unit, NIA Core Laboratory and the NIA Sample Library.
Perform internet searches to provide information on a variety of topics such as research equipment and supplies, including medical, and other research related searches as requested.
Assist with maintaining databases and reminders concerning service contracts.
Submits supply and equipment orders/requests to appropriate administrative staff.
Maintains correspondence and tracks incoming/received orders as requested.
Work on behalf of the CNM responding to emails and organizing meetings and preparing correspondence.
Use Clinical Center CC0 electronic databases (ATV, CRIS/RIS) to admit, order tests and print and organize reports.
Organize meetings, conference calls and consultations as necessary and record, transcribe and distribute minutes.
Assist Clinical Nurse Manager with staffing.
Recording/processing vacations, and time off requests.
Communicate with staff regarding upcoming meetings, mandatory trainings or other mandatory NIA requests and changes to scheduling.
Assist CNM with scheduling interviews and evaluations.
Assist in providing orientation to staff.
Assist CNM with maintaining records as they pertain to clinical unit staff competencies, licensing, and certifications.
Assist CNM by maintaining a comprehensive database of reports, projects to ensure efficient and timely completion of work projects.
Prepare and maintain database and files.
Operate various Microsoft computer programs such as Word, WordPerfect, Excel, and PowerPoint, as well as NIA systems such as PAS, SMS, and Harbor Prod to prepare correspondence, reports, awards, and records in final form.
Provide transcription assistance for reports and presentation materials.
Ensures correct format, spelling, punctuation, capitalization, grammar, and conformance to style.
Receive and route incoming communications to the appropriate parties.
Work with service providers/vendors to set up equipment services and repairs as needed.
Maintain files related to correspondence, communications, appointments, letters and other records.
Compose and type routine correspondence involving, but not limited to, participants, physicians, PIs, CRCs, and departments/facilities that provide support services, in accordance with established standards.
Provide clerical and administrative support for research studies as assigned in collaboration with Principal Investigators, Clinical Research Coordinators, and Nurse Specialist.
Candidate should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.
) to scan, file and/or store both electronic and paper documents for future reference.
In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.
).
QUALIFICATIONS: A college degree and four (4) years of related work experience or a high school diploma and eight (8) years of related work experience are required.
Demonstrated writing and editing skills for scientific journals are a must.
Intermediate skills with Microsoft Office suite.
Effective communication skills, verbal and written, organizational and interpersonal skills necessary.
Must be flexible, a team player and possess a willingness to learn new skills.
Basic financial management skills important.
Attention to detail, good organizational skills, the ability to manage multiple tasks, and demonstrated problem solving skills.
May require lifting and/or carrying up to 25 pounds.
Prior experience in a scientific research environment for a large Federal agency is preferred.
A comprehensive understanding of NIH, its organization and culture is preferred.
POSITION TIMING: Upon Contract Award BENEFITS: Health, Dental and Vision, 401(k), Vacation, Sick Leave, and 11 Paid Federal Holidays including: New Year’s Day Martin Luther King, Jr.
Day Presidents Birthday Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day This is an overview of the positions.
For complete Job Descriptions, please send a request to HR@laredotechnical.
com.
Laredo Technical Services, Inc.
(LTSi) provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or status as a veteran in accordance with applicable federal laws.
LTSi also complies with applicable state and local laws governing nondiscrimination in employment in every location its employees are working.
This policy applies to all terms and conditions of employment, including, but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
LTSi is an Equal Opportunity/Affirmative Action Employer.