Department: Healthcare Delivery and Disparities Research
Reports to: Program Manager, Healthcare Delivery and Disparities Research
The Senior Administrative Assistant provides high level, complex, and confidential administrative support to a variety of staff members including the Program Director, Associate Directors, Senior Advisors, Program Manager, and greater team within the Healthcare Delivery and Disparities Research (HDDR) Program. The Senior Administrative Assistant will perform a variety of administrative tasks with a sense of urgency and exceptional attention to detail. This individual will be called upon to maintain scheduling trackers and databases and may coordinate special projects as needed, by developing project plans and schedules. The ideal candidate is resourceful, organized, and a strong problem solver. Assuring a steady completion of work in a timely and accurate manner is requisite for success in this position.
Duties and Responsibilities
Create and maintain organizational systems for tracking scheduling needs, files, and materials for the HDDR team,
Execute assigned tasks/activities including communicating meeting and conference call arrangements, meeting materials, coordinating logistics, etc.,
Schedule and make advanced preparations for meetings: provide critical background information, including schedules and agendas, handouts and other related material;
Provide high-level administrative and logistical support for the Healthcare Delivery and Disparities Research Advisory Panel (HDDR AP);
Coordinate travel and accommodations for external meetings;
Coordinate logistics for internal meetings;
Handle and maintain calendars and multiple scheduling demands using Outlook and other technology tools;
Serve as the primary contact for HDDR staff when they are not available and ensure requests/issues are appropriately addressed and resolved;
Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner;
Support the HDDR Program Manager with new or ongoing projects or scheduling needs.
Incumbent(s) in this position may be required to perform other duties and special assignments not specifically stated above.
Statements outlined in this section are designated as essential job functions in accordance with the Americans with Disabilities Act of 1990.
PCORI conducts background checks on all applicants.
PCORI is an equal opportunity employer committed to cultural diversity in the workplace.
Efficient and organized with a keen attention to detail;
Maintains confidentiality, exercises discretion, and demonstrates good judgment;
Possess poise, confidence, and communication skills to interact with and represent PCORI staff with PCORI Awardees, Advisory Panel/Board Members, other organizational representatives or stakeholders, and the general public;
Excellent calendar management skills, including the coordination of complex executive meetings;
Ability to build and cultivate personal relationships; relate to people from diverse backgrounds, sectors and experiences; and engage people in person and by phone;
Sound judgment and maturity, exemplified by consistent professionalism in interacting with individuals at all levels, both internally and externally;
Ability to maintain composure, adapt and succeed in a rapidly changing, fast-paced, environment;
Demonstrated ability to be proactive, anticipate, and address needs of individuals;
Excellent written and oral communication skills;
Demonstrated ability to be self-directed, take initiative and see projects through to completion;
Initiative to solve problems and create effective solutions.
High School (or equivalent) graduate and Associate's degree required; Bachelor's degree preferred; 5+ years of administrative support in a professional, fast paced, high profile environment.
Experience scheduling travel arrangements for frequent business travelers.
Medical research, healthcare, or related experience preferable.
Advanced experience with MS Office Suite, including Word, Excel, PowerPoint, and Outlook and basic internet browsers and searches.
Some IT experience a plus, particularly with meeting software platforms such as GoToMeeting and Skype for Business.
Job Location Washington, District of Columbia, United States Position Type Full-Time/Regular