The person in this position has the dual responsibility for maintaining the operations of The Joint Commission’s Washington DC office and providing administrative assistance to a small staff of senior health care professionals. Duties for this position are diverse and require significant flexibility to accommodate the demands that are frequently determined by the dynamic activities that affect the office, such as issues relating to Capitol Hill, the Executive Branch, and other external parties. This position requires excellent organizational capabilities and effective communication, information acquisition and word processor/database skills. The person must ensure timely completion of an array of office management duties, such as budgeting, accounts payable, word processing, meeting logistics, preparation of correspondence, file maintenance, appointment scheduling, supply ordering, equipment maintenance and telephone communication. The person must be able to understand how to keep a small office functioning smoothly, including working with the home office Information technology unit and other executive assistants. The person also assists with the handling of confidential materials, matters of office security, and completes special projects as assigned.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Provides general support for a small office to ensure its smooth operation, including the submission (and sometimes creation) of monthly reports to the home office.
- Makes recommendations for improving office processes where needed, and keeps an up to date set of office procedures that are self-explanatory and complete.
- Prepares slide presentations and types materials, including letters, memos, papers, transparencies, speeches, proposals, outlines and forms. Transcribes correspondence as directed. Prepares copies of all documents for distribution.
- Receives, opens, and reviews all incoming mail. Determines whether certain pieces should be forwarded to other departments and forwards as appropriate. Sends out mail, requesting special handling or services as needed such as express or special delivery.
- Answers all incoming calls. Forwards calls to appropriate employee or department; takes messages or assists caller whenever possible.
- Schedules meetings, appointments, and speaking engagements as directed. Accurately maintains the Vice-President’s calendar and assists the other office staff with appointments and calendars as requested.
- Books meeting rooms and makes other arrangements as needed such as meal or beverage service. Confirms attendance of others for meetings.
- Makes travel arrangements for office staff. Outlines travel constraints and schedule requirements, and verifies arrangements upon completion. Prepares itineraries for traveling staff.
- Establishes electronic and paper filing systems for the office that permit the quick retrieval of information as needed. Maintains all physical and electronic files, including those that contain correspondence, reports, expenses, proposals, and miscellaneous items. Maintains materials on office-base computer server. Maintains confidentiality of records. Ensures that stored information can be quickly retrieved by all members of the DC staff.
- Performs a variety of duties specific to assigned department such as collection and organization of special materials needed for use by department staff, and preparation of special reports.
- Ensures that office bills are paid timely and prepares invoices for payment by the Vice President when needed.
- Ensures that the office area has adequate supplies at all times.
- Ensures that the office equipment is always operational. Learns what is necessary to keep the communications network between the home office and the DC office operational and arranges for periodic maintenance of office equipment. Understands how to operate the various technologies in the office.
- Assists with a variety of assigned administrative work, such as monitoring of budget status and preparation and distribution of regular reports. Monitors the budget on a monthly basis and alerts the Vice President to spending that is inconsistent with approved budget.
- Assists with the logistics for The Joint Commission-sponsored meetings held in the Washington DC areas, including symposia, coalition meetings, and briefings.