Administrative Coordinator II

Administrative Coordinator II

Job ID: req2962
Employee Type: nonexempt full-time
Division: Environmental Health & Safety
Facility: Frederick: Ft Detrick
Location: PO Box B, Frederick, MD 21702 USA

The Frederick National Laboratory is a Federally Funded Research and Development Center (FFRDC) sponsored by the National Cancer Institute (NCI) and operated by Leidos Biomedical Research, Inc.  The lab addresses some of the most urgent and intractable problems in the biomedical sciences in cancer and AIDS, drug development and first-in-human clinical trials, applications of nanotechnology in medicine, and rapid response to emerging threats of infectious diseases.

Accountability, Compassion, Collaboration, Dedication, Integrity and Versatility; it's the FNL way.

PROGRAM DESCRIPTION         

The Environment, Health and Safety Directorate is responsible for environmental protection, occupational safety and health, protective services, and emergency preparedness programs at the National Cancer Institute at Frederick.

KEY ROLES/RESPONSIBILITIES

The Administrative Coordinator II will be responsible for: 

• Answering the telephone, taking messages, and managing a multi-line phone
• Scheduling appointments, coordination of scheduling patients with staff at two clinic locations; Ensuring steady workflow and uninterrupted service in both medical clinics
• Screening of patients (employees) for symptoms of illness prior to entry into the clinic (COVID screening)
• Greeting patients, verifying demographic information, obtaining HIPAA authorization, assisting patients with paperwork, scheduling follow up appointments, communication of wait times
• Aid and assist staff when necessary
• Perform filing system management and database management including compiling and managing medical files in an electronic medical records system
• Scanning and uploading documents into the electronic medical system and performing audits on these files
• Establishing office policies and procedures and assisting with updating standard operating procedures
• Writing and preparing reports and typing medical letters for consultation
• Organizing files in the share drive
• Research Donor Program:  Assisting with scheduling donors, entering data and documents into the program and auditing files
• Referencing resources for project support and problem solving
• Maintaining general awareness of scope of work and tracking progress for multiple projects
  
• Attending meetings and recording meeting minutes
  
• Distributing information from Supervisor for meetings
  
• Reporting meeting minutes to Supervisor
  
• Coordinating meetings
  
• Preparing internal and external correspondence, memos, and other documentation
  
• Maintaining records (electronic and hard copy) in an organized manner
  
• Uploading and distributing data and files to/from various databases
  
• Maintaining calendars
  
• Receiving and referring calls and electronic communications appropriately
  
• Placing credit card orders via telephone or internet; entering Purchase Requests and orders into DELTEK CostPoint
  
• Completing credit card reconciliations via Corcentric
  
• Other duties as assigned

BASIC QUALIFICATIONS

To be considered for this position, you must minimally meet the knowledge, skills, and abilities listed below:

• Possession of a high school diploma or equivalent; Foreign degrees must be evaluated for U.S. equivalency
• In addition to the education requirement, a minimum of two (2) years of administrative/office experience
• Job requires access to confidential and sensitive information requiring ongoing discretion and secure information management
• Customer service skills and telephone etiquette
• Familiarity with medical terms and technology
• Basic accounting and math skills
• Strong computer skills (important for this position), data entry, and office management skills
• Expertise in Adobe Acrobat, Excel
• Proficiency with Microsoft Office and web-based applications
• Experience with calendar management
• Ability to obtain and maintain a security clearance 

PREFERRED QUALIFICATIONS

• Experience/expertise with Costpoint, Cor 360, Deltex, Cority and/or Occupational Health Manager
• Understanding of law and ethics pertaining to medical practices
• Ability to independently coordinate and prioritize multiple tasks
• Excellent verbal and written communication skills
  
• Attention to detail and problem-solving skills
• Professional attitude and appearance
• Ability to handle office politics and sensitive matters with objectivity and confidentiality
• Team player
• Pleasant and friendly demeanor; positive attitude, and desire to be helpful to others
  
• Excellent interpersonal, organizational, time management, and communication skills
  
• Enthusiasm for innovation, organizational development, and acceleration of cancer research
• Empathy and compassion to give support to patients/employees
  
  

JOB HAZARDS

• This position is subject to working with or have potential for exposure to infectious material, requiring medical clearance and immunizations
• This position is subject to atmospheric conditions that would require the usage of a respirator, requiring a medical clearance
  
  

Equal Opportunity Employer (EOE) | Minority/Female/Disabled/Veteran (M/F/D/V) | Drug Free Workplace (DFW)

#readytowork