Role: Administrative Assistant III

Location: NIA, Harbor Hospital, 3001 S. Hanover Street, 5th Floor Baltimore, MD 21225

Description: Hedgelan Consulting seeks a qualified and highly motivated professional to provide support services to satisfy the overall operational objectives of the National Institute on Aging (NIA). The primary objective is to provide services and deliverables through performance of support services.

Minimum Educational/Experience Requirements:

• A minimum of a high school diploma, General Education Development (GED), is required and 4 years’ experience in an office setting, a health care setting is preferred
• Ability to maintain confidentiality
• Strong interpersonal relations and good communication skills, both oral and written
• Strong clerical skills including typing and filing.
• Ability to work in several, complex electronic data systems 11/to enter and retrieve the information/data.
• Must be capable of performing advanced computer skills with Microsoft Office Suite (Word, Outlook, and Excel).
• Possesses attention to detail, good organizational skills, the ability to manage multiple tasks, and demonstrated problem solving skills 
• Demonstrate accurate recordkeeping.
• May require lifting and/or carrying up to 25 pounds.
• Preferred qualities of proposed personnel:
  • Knowledge of medical terminology and abbreviations
• 6:30am - 3:00pm
• NIA will provide the workspace, utilities, workstations, chairs, tables, phones and service, computers and setup/maintenance, fax machines, copiers, printers, NIH standard applications & software for computers, office/career center furniture, LAN, Internet access, and electronic mail service necessary to perform the requirements of individual Task Orders.
• This provided office space will be available when the contractor is on site but will not be dedicated when the contractor is not at the site. The vendor may use NIH mail services to the extent possible for mail related to the services of this task order.
• Space will only be provided for administrative support staff.
• Parking will be available for on-site personnel only.

o   Knowledge of the National Institutes of Health (NIH) procurement policies and procedures.

o   Knowledge of HHS and NIH travel regulations, policies, and procedures.

o   Knowledge of computerized systems, unique to NIH, including NIH Fellowship Payment System (FPS), Purchasing On-Tracking System (POTS), Manuscript and Publication System (MAPS), NBS Sunflower (for Property Management), NIH

o   Property Management Portal (NPMP), and NBS Concur Government Edition (CGE).

Roles and Responsibilities:

The following tasks are within the Labor Category Description for Administrative Assistant Level III. The Administrative Assistant Level III will have a wide range of responsibilities. The contractor shall:

• In collaboration with the Scheduling Coordinator, Supervisory Nurse Specialist, Clinical Research Coordinators (CRCs) and Principal Investigators, schedule appointments, manage room allocations, perform intakes, prepare informational packets, compose, and mail letters, copy protocol forms, and confirm visits.
• Communicate scheduling and arrangements with appropriate staff.
• Prepare charts for participant visits weekly.
• Prepare and maintain the database and files for the food frequency questionnaires weekly.
• Answer routine questions and route telephone calls and communications regarding research studies.
• Operate various Microsoft computer programs such as Word, WordPerfect, Excel, and PowerPoint, as well as NIA systems such as Participant Admission System (PAS), MedStar’s Admission System (SMS) and HarborProd to prepare correspondence, reports, awards, and records in final form.
• Register, order labs, check in participants in various studies.
• Receive and route incoming communications to the appropriate parties.
• Maintain files related to correspondence, communications, appointments, letters, and other records.
• Serve as back-up to Medical Receptionist.
• Greet and receive visitors to the NIA Clinical Research Core in compliance with security policies.
• Provide clerical and administrative support for research studies as assigned in collaboration with Principal Investigators, Clinical Research Coordinators, and Nurse Specialist.
• Maintain an accurate and up-to-date database of all BLSA (Baltimore Longitudinal Study on Aging) participants including visit status and type, vital status, follow-up schedule and expanded contact information including cell phone numbers and email addresses of the participants and their designed alternate contact persons.
• Follow established retention, re-contact and scheduling procedures for all active BLSA participants for regular follow-up clinic visits.

o   Monthly send out BLSA due letters and provide follow-up.

o   Daily, call/receive and return calls to participants to schedule/reschedule BLSA visits.

o   As needed, provide list of potential home visit participants to designated staff.

o   During participant scheduling, as applicable, communicate with the participant regarding BLSA Neuroimaging assignment and contact the designated staff regarding status.

o   During participant scheduling, determine need for transportation services and communicate participant transportation needs to designated staff.

o   Enter scheduling information into various on-line programs and spreadsheets.

o   Update electronic systems with study participant information.

o   Scan documents into appropriate electronic files.

o   Perform Quality Assurance on scanned documents.

o   Contact participants to complete general study questionnaires and enter data into appropriate databases. Contractor should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).

Operational Hours:

 6:30am - 3:00pm

Government-Furnished Equipment, Badge, Keys, and/or Facilities Provided:

• NIA will provide the workspace, utilities, workstations, chairs, tables, phones and service, computers and setup/maintenance, fax machines, copiers, printers, NIH standard applications & software for computers, office/career center furniture, LAN, Internet access, and electronic mail service necessary to perform the requirements of individual Task Orders.
• This provided office space will be available when the contractor is on site but will not be dedicated when the contractor is not at the site. The vendor may use NIH mail services to the extent possible for mail related to the services of this task order.
• Space will only be provided for administrative support staff.
• Parking will be available for on-site personnel only.