Administrative Assistant

Title: Administrative Assistant

Schedule: Full Time
Location: Orlando, FL
Clearance: Tier 4 (High Risk)

Overview:

Emerge Solutions Group, LLC provides support to the Department of Veterans Affairs (VA) Office of Discovery, Education & Affiliate Networks (DEAN). The VA is undergoing significant enterprise transformation and modernization. The Veteran Health Administration (VHA) Office of Healthcare, Innovation, and Learning (OHIL) is the catalyst for enabling the discovery and spread of mission-driven healthcare innovation to advance care delivery and service that exceeds expectations, restores hope and builds trust within the Veteran community. These modernization efforts positively impact how the VA delivers care to Veterans. OHIL strives to provide high-quality, effective, and efficient services to those responsible for providing care to Veterans at all points of the Veterans’ healthcare experience in an effective, timely, and compassionate manner.

The Simulation Learning, Evaluation, Assessment, and Research Network (SimLEARN) is the Veterans Health Administration’s (VHA) program dedicated to healthcare training through simulation. As part of the largest integrated healthcare system globally, SimLEARN develops and provides a continually expanding collection of curricula and best practices aimed at enhancing the healthcare provided to our nation’s Veterans. Utilizing innovative technologies within a safe learning environment, SimLEARN enhances diagnostic, procedural, and communication skills to ensure quality care and optimal outcomes.

The National Simulation Center (NSC) serves as the operational hub for SimLEARN’s diverse portfolios and national programs, including Resuscitation Education Innovation (REdI), SimLEARN Outreach Network (SON), Emerging Health Technology Integration (EHTI), and Training Ops. Additionally, the NSC is the development center for the SimLEARN Innovation Cells for Education (SLICE) and SimLEARN Virtual Academy (SVA).

Duties and Responsibilities:

Document Management:

• Prepare, audit, maintain, and organize affiliation site files, documents, and records.
• Follow specific formats, templates, and instructions for different portfolios.
• Demonstrate excellent attention to detail to accurately process information and handle documents with precision.
• Handle sensitive materials with strict confidentiality to ensure privacy and compliance with company policies.

Logistics and Shipping:

• Provide logistical support for the management and deployment of training materials and equipment.
• Ensure the materials and equipment reach individual affiliation training sites across the U.S. efficiently.
• Adapt quickly to changing priorities and maintain productivity during busy periods.

Collaboration:

• Collaborate with portfolios and affiliated training sites.
• Communicate effectively through verbal, written, and electronic means.
• Exhibit strong communication skills to interact effectively with customers and colleagues.

Project Documentation:

• Prepare, audit, maintain, and organize required documents.
• Handle agendas, checklists, minutes, memorandums, and briefs for various portfolio and division projects.
• Utilize problem-solving skills to resolve issues quickly and effectively, whether related to scheduling conflicts or project documentation.

Front Desk Management:

• Answer general inquiries via phone, email, and in person.
• Serve as the primary front desk personnel
• Maintain an organized workspace and manage requests for copies, document organization, and direct visiting personnel to appropriate locations.
• Demonstrate a friendly and professional demeanor when dealing with clients and colleagues.
• Exhibit multitasking ability to manage multiple tasks simultaneously, such as answering phones, scheduling appointments, and handling inquiries.

Calendar Management:

• Manage portfolio calendars by scheduling appointments or meetings upon request.
• Prioritize tasks effectively to meet deadlines and ensure the smooth operation of daily activities.

General Skills and Qualities:

• Proficiency with Office Equipment: Experience with operating office equipment including printers, copiers, and fax machines.
• Knowledge of Microsoft Office Suite: Competence in using Word, Excel, and Outlook for tasks such as document creation, spreadsheet management, and email correspondence.
• Organizational Skills: Keeps desk and work area organized and ensures efficient workflow throughout the day.
• Adaptability: Adjusts quickly to changing priorities and maintains productivity during busy periods.
• Team Collaboration: Works well with others in a team environment, supporting colleagues and contributing to a positive work atmosphere.
• Customer Service Orientation: Focuses on meeting customer needs and providing a pleasant experience, handling inquiries, and resolving concerns promptly and courteously.

Job Requirements:

• Bachelor's degree (preferred)
• 3 years of experience
• Proven admin or assistant experience.
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Demonstrate professionalism in all workplace interactions.
• Excellent written and verbal communication skills.
• Demonstrate flexibility in completing other duties as needed.

Benefits:

Emerge Solutions Group, LLC is committed to hiring and retaining a diverse workforce. Emerge is an equal opportunity/affirmative action employer and does not discriminate on the basis of race, color, creed, sex, national origin, religion, age, disability, pregnancy, or veteran status. We welcome the employment of women, minorities, veterans, and individuals with disabilities in our workforce. We are committed to hiring and retaining a diverse workforce.

We offer participation in company-sponsored benefits plans – subject to meeting hours and waiting period requirements – to include: employer-contributed Health Insurance, Dental, Short-Term & Long-Term Disability, Life Insurance, and employer-matched 401(K) Retirement Plan.