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Job Title: Executive Administrative Assistant

Clearance: Secret or Public Trust

Qualifications:

• 4+ years of experience directly supporting government healthcare administration programs and budgetary processes under DHA

• Four-year college degree preferred

• DoD Public Trust/T1 Investigation with NACI Clearance

• Ability to work independently with minimal supervision and manage multiple tasks simultaneously.

• Ability to work well in an organization and coordinate across various groups and functional teams.

• PMI Project Management Professional (PMP) certification preferred

Responsibilities:

Maintain the departmental central correspondence files, meeting minutes, and other records.

Define controls, conversion procedures and system implementation plans including user training and orientation.

Closely coordinate with the PgM and PMO to ensure proper implementation of program and system specifications.

Analyze user requirements, procedures, and problems to automate or improve existing systems and review capabilities, workflow, and scheduling limitations.

Communicate requirements information to technical teams and non-technical stakeholders both through written and verbal communication.

Document, track and communicate meeting minutes, project statuses, meeting outcomes and action items of any purpose, and maintain these project artifacts in Microsoft SharePoint or the selected project document repository.

Monitor budgets and prepare reports.

Track office supplies stock

Liaise with hospital staff to identify efficiencies in the facility’s operations.

Experience with administrative and accounting procedures

Assist in editing, reviewing, and creating departmental directives. Ensure directives are reviewed as needed for currency/relevancy.

Maintain the departmental central correspondence files, meeting minutes, and other records.

Maintain a reference library of all publications required for administration, a master list of all publications and their location within the command and the command's central directives files.

Administer and oversee storage of all incoming and outgoing Electronic Documents and Records Management.

Provide program management for investment, expense, and equipment acquisition budget calls and technical approvals.

Provide program management for departmental property management.

Assist with calendar management and travel coordination as needed.

Work closely with technical and functional Subject Matter Experts (SMEs) and medical staff, among others, in order to gather requirements and assess risk for upcoming and ongoing projects.

Proven experience with people management, strategic planning, risk management and change management.

Demonstrate ability to provide guidance and direction in multiple tasks across several functional areas.

Proven expertise in the management and control of resources and complex multi-task projects and programs.

Responsible for the effective management of resources, including personnel, material, and funding. Accountable for the delivery of quality and timely deliverables as required by the contract or project/program.

Serve as the main point of contact for department-related inquiries and responsibilities. Interface with customers, vendors, and other stakeholders as appropriate.

Routinely engage with project management teams to provide project and program advice and to assist with problem resolution.

Identify potential risks and their mitigation, new opportunities, and process improvements.

Oversee development of management processes and controls to ensure quality is maintained to meet business objectives.