Office Manager

We are currently searching for an Office Manager to independently provide support services to satisfy the overall operational objectives of the National Institute of Mental Health. The primary objective is to provide services and deliverables through performance of support services. This opportunity is full-time, and it is on site in Rockville, MD.  

• Ensure students have access to everything required for patient testing, including access to the 7SWNT hallway, testing materials, etc.
• Ensure students and personnel have access to all technological requirements, i.e., laptops, printers, access to CRIS, etc.
• Ensure students and personnel have completed required online and in-person trainings
• Provide direct administrative support for Director of NCS (Clinical Neuropsychology Service, Snow)
• Organize, update, and maintain study and patient databases and reports; data entry and maintain and ensure data accuracy; maintain documents and files; maintain patient, student, and staff schedules; organize staff, extern (student) and psychometrist activities; organize and maintain inventory and purchases; implement procedures to ensure that work products are completed in a timely and consistent manner; and organize and maintain technological devices and property
• Maintain Director’s calendars (schedule meetings, doodle polls, etc.) and patient evaluation calendars
• Schedule patient evaluations through use of the computerized systems and through correspondence with NIH physicians, nursing, and coordinators
• Create and circulate weekly patient evaluation list and staff assignments (i.e., which clinician, psychometrist, and student will be evaluating each patient)
• Assist in the scoring and processing of neurocognitive testing of research participants. Use Microsoft office, including Word, Excel, and PowerPoint
• Maintain and organize NCS share drives and document management platforms, such as SharePoint. Enter documents and properly code them into document management platforms such as SharePoint
• Use document management platforms, such as SharePoint, to track patient/subject evaluation progress and store patient evaluation documents. Help develop and maintain other document management platforms and/or databases, such as to track extern patient/subject evaluation progress or referral source
• Scan, upload, and archive paper charts onto SharePoint and servers as well as oversee such activities of others. QA files, data, and documents on SharePoint
• Assist with efforts to go paperless (organizing file cabinets, scanning materials for scoring, scanning patient files) and maintain systems put in place. Shred old files and documents that have been properly scanned, uploaded, and electronically stored
• Enter data into CTDB, CiSTAR, other databases. Maintain database/spreadsheet of status of patient file status (i.e., whether patient has been tested, data has been QA’d, data has been entered into CTDB, CiSTAR, etc.). Assist with QA’ing old and new files and applying research diagnostic criteria (battery trackers) for select patients
• Export and prepare data for analyses. Organize paper charts and prepare for patient visits. Maintain organization of physical office space, materials (files, equipment, test materials, supplies), personnel and workflow
• Ensure that clinical and research reports are completed according to schedule and in a timely and consistent manner. Create and oversee schedule for tasks such as data preparation, data analysis, report completion for various projects. Attempt to reconcile scheduling conflicts. Assist in maintaining balanced budget. Serve as purchasing liaison and maintain inventory of all materials. Assist with purchase of new devices
• Check in routinely with personnel regarding upcoming ordering. POC for shipments, maintenance, IT, housekeeping, etc. Check on stock of test forms, testing materials, test credits, and office supplies
• Fill out order requisition forms, send necessary information to purchasing individual. Maintain all account information from all distributors/companies. Receive packages and send invoice to purchasing person
• Manage and maintain property. Ensures that devices (laptops, printers, copiers) are properly maintained and accounted for
• Make sure that software is up to date and new software purchased if necessary. Assist with removing data and programs from old devices and moving to new devices and/or servers/new computers. Assist with sending outdated devices to surplus. Organize and oversee onboarding of students and new personnel
• Coordinate and assist with the implementation of special projects and inform the appropriate staff of progress and problems

# SOAR

#LI-FG1

• Bachelor’s Degree in Neuroscience, Business Management and Administration, or related discipline
• At least 3-4 years of experience to include:
  • Experience supporting operation in a clinical or health care environment
  • Knowledge of program and protocol management, and budget tracking
  • Proficiency with MS Office Suite
• Excellent analytical, troubleshooting, organizational and time management skills
• SharePoint
• MS Office
• WebEx
• ITAS

Dovel Technologies and its Family of Companies (Medical Science & Computing and Ace Info Solutions) was acquired in October 2021.

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