The Senior Executive Assistant provides support to the Office of the National Coordinator for Health Information Technology (ONC) in its Immediate Office, supporting the daily work and activities of the ONC National Coordinator (NC). This position performs a variety of administrative tasks to include performing analysis and evaluation of tasks, and conducting other high priority and urgent projects as assigned by the NC.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties and responsibilities include the following. Other duties may be assigned.
Responsible for the integration of CNI Core Competencies into daily functions, including: commitment to integrity, knowledge / quality of work, supporting financial goals of the company, initiative / motivation, cooperation / relationships, problem analysis / discretion, accomplishing goals through organization, positive oral / written communication skills, leadership abilities, commitment to Affirmative Action, reliability / dependability, flexibility and ownership / accountability of actions taken.
Assists with managing the NC’s calendars.
Organizes, convenes, and facilitates regular meetings with project and portfolio team leads and with the ONC as well as meetings with other stakeholders (federal and non-federal). Develops meeting tools, such as slide decks, agendas, and other documents and communications necessary to support the meetings.
Develops and distributes notes, results and action items taken from the meetings. Tracks action items and updates project management documentation based on meeting proceedings and sends out necessary communication to promote the completion of action items.
Conducts analyses of tasks, and documents findings in briefings or decision documents as appropriate to the assignment.
Conducts research projects and performs analysis and evaluation of other special projects as assigned.
Works cooperatively with staff across ONC to follow up on priority projects in order to ensure the necessary information and materials required.
Prepares presentation materials for high-priority intra-office and/or public-facing activities.
Supports the development of various project documents and facilitates work of planning and steering groups within ONC and across HHS Divisions. This includes, but is not limited to, reviewing and editing project management documents, analyzing data received from ONC program offices and providing reports to the NC.
Responsible for aiding in own self-development by being available and receptive to all training made available by the company.
Plans daily activities within the guidelines of company policy, job description and supervisor’s instruction in such a way as to maximize personal output.
Responsible for keeping own immediate work area in a neat and orderly condition to ensure safety of self and co-workers. Will report any unsafe conditions and/or practices to the appropriate supervisor and human resources. Will immediately correct any unsafe conditions as the best of own ability.
EDUCATION / EXPERIENCE
Bachelor’s degree and a minimum of five (5) years’ relevant experience working in a professional business environment. Experience using Concur is preferred (will train).
CERTIFICATES / LICENSES / REGISTRATION
JOB SPECIFIC KNOWLEDGE / SKILLS / ABILITIES
Proficient knowledge in the use of Concur Travel Systems (will train)
Operational knowledge of mobile application data use models
Working knowledge and understanding in the use of gap analyses
Operational knowledge and skill in administrative / clerical practices and systems, such as word processing, presentation development, records management, schedule / time management, as well as other office procedures and terminology
Advanced proficiency in using Microsoft Office Suite (i.e., Outlook, Word, Excel, PowerPoint, Access, Visio, etc.)
Excellent written and verbal communications skills with knowledge and ability to utilize appropriate grammatical skills at a professional level
Ability to work and communicate effectively with all levels of management and coworkers, as well as a wide range of people with diverse backgrounds
Ability to identify problems and to use sound judgment
Ability to work independently on assigned tasks as well as to accept direction on given assignments
Ability to handle highly sensitive and confidential information with exceptional discretion
Ability to exercise discretion and independent judgment with respect to prioritization of time sensitive projects, thoroughness and impeccable attention to detail, grace under pressure
Demonstrated ability to multi-task in a fast paced environment with competing deadlines
Proven ability to exemplify professional behavior and to maintain high standards under pressure
Excellent organizational skills with ability to pay close attention to details
Ability to manage multiple projects and priorities
Skilled in event planning with ability to coordinate set up and room requirements for a variety of events and meetings
Excellent customer service skills with ability to apply good listening skills and to handle unusual or complex situations with a calm and focused approach
Ability to be proactive, take initiative and accept accountability for assigned work functions
Ability to work effectively both individually and in a team environment
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.