Executive Assistant - Office of the Site Occ. Medical Director

Overview:

The Executive Assistant – Office of the Site Occupational Medical Director (OSOMD) provides administrative support to the Site Occupational Medical Director, the Nursing Director, and the Clinic Director for the Occupational Medical Services Program at the DOE-Hanford environmental restoration site in Richland, Washington.

Duties/Responsibilities:

The Executive Assistant is responsible for the following:

• Provides administrative support for the OSOMD, including managing Directors’ electronic appointment calendars.
• Provides administrative support for various committee and work group meetings, including scheduling and distributing invitations, preparing and distributing agendas and meeting materials, and recording and distributing meeting minutes.
• Provides administrative support for the clinic operations center during emergency/disaster response actions.
• Provides administrative support for various project teams, as assigned.
• Coordinates with One Hanford Contractors to facilitate routine interface meetings, Work Site Visits, and annual vaccine clinics.
• Coordinates new hire on-boarding, orientation, and training for OSOMD staff.
• Tracks schedules for clinic Providers and Registered Nurses; update and distribute to other stakeholders, as needed.
• Utilizes electronic recordkeeping systems (e.g., Med Trainer) to track and maintain documentation related to clinical staff credentials (e.g., diplomas, licenses, certificates), training (e.g., continuing professional education, in-services), competency checks (e.g., clinical skills checks, quality assurance, peer reviews), and qualifications and clinical privileges. Provides expiration reminders and facilitates renewals, as needed.
• Creates PowerPoint presentations for the OSOMD and various project teams as assigned.
• Prepares correspondence (e.g., letters, reports) in standard format and submits or sends per routine processes.
• Prepares policies and procedures in standard format.
• Provides technical editing services for all functional areas.
• Organizes and maintains office files and supplies.
• Coordinates with procurement to process purchase and travel requests for the OSOMD.
• Provides back-up and cross-cover for the Executive Assistants to the Program Manager and Business and Contracts Director, for vacations and other absences.

Experience:

A minimum of five years of recent experience in a similar position.

Experience working in a medical field or clinical setting is strongly preferred.

Education / Training:

A minimum of High School or General Educational Development (GED) degree.

Post-secondary degree (e.g., Associate’s or Bachelor’s) preferred.

Knowledge / Skills / Abilities:

Maintain private and confidential information and confidentiality in all communications. This is a position of trust; employee will have access to business sensitive and personnel sensitive information as well as protected health information. A high degree of sensitivity to management level issues and concerns is essential to effectively reflect leadership guidance and instructions to others.

Excellent customer service. Maintain organizational values and decorum in the office. Effective interpersonal and communication skills. Maintain patience, poise, and composure, use good judgement, and communicate effectively and compassionately with clients, co-workers, management, other stakeholders, and the public. Establish effective working relationships with patients and staff.

Knowledge of office management and administration. Good attention to detail and organizational skills. Work with minimal supervision, both independently and as a team member. Manage competing priorities and meet established commitments while remaining flexible and adaptive to change.

Excellent written and verbal communication skills. Ability to read, analyze, and interpret communications and documents. Recording content (e.g., meeting minutes) at meetings is a critical performance standard, requiring a high degree of accuracy for content and substance.

Proficient with personal computers and other standard office equipment. Strong skills in computer software applications, including Microsoft Office, database and spreadsheet development, word processing, and maintaining calendars and scheduling. Able to learn other programs and custom applications.

Desired Skills & Experience:

The following skills and experience are highly valued.

• Experience setting-up and maintaining complex filing systems, including electronic document archives.
• Experience with SharePoint and Visio.

Licenses / Certifications / Registrations:

N/A