Administrative Assistant

Title: Administrative Assistant Mid.

Location: Virtual, Virginia, United States

Department: HIT VHIE BSIS

Job Description:

Make a difference in the future of global healthcare!  Join our JPSys Federal Healthcare IT team!

 

 

 

 

J P Systems provides professional services for large Federal Healthcare IT projects.  Be part of a team influencing the future of Health Information Exchange management by helping us to analyze and improve workflows across the Federal Government.

 

 

 

 

 

Administrative Assistant Mid. 

 

 

We are looking for a highly competent, detail oriented, pro-active and organized person to support a fast-paced Federal Healthcare IT team.  Previous experience with Federal contracting and virtual environments is preferred.  A high degree of competence with electronic file management for organizing files that enables users to easily locate and retrieve desired files (familiarity with Configuration Management).

 

 

 

 

 

Responsibilities of the Administrative Assistant Mid.:

 

 

• Ability to work in an exciting virtual team environment with firm deadlines and an aptitude for continuous improvement of project processes.


• Organized and disciplined enough to be able to work independently and support a virtual team. 


• Ability to compose clear and professional MS PowerPoint presentations for clients in a timely manner.


• Proficient with MS Office suite including MS Teams, MS Excel, MS Word and MS Outlook.  


• Proficiency with virtual meeting software and meeting scheduling is required. 


• Schedule client appointments for our Health Information Exchange (HIE) team and keep the lines of communication open.


• Experience with MS Teams virtual meeting software is a plus, but we will train you if you know another virtual meeting package.


• Detail oriented and have excellent organizational skills. 


• A background in a clinical field and healthcare data is desired


 

 

 

 

 

 

Project Requirements:

 

 

• Improving, daily monitoring, and maintenance of a synced calendar in MS Teams


• Integration of a master schedule for a Healthcare Informatics project team and a community outreach team 


• Review and cross-reference schedules to identify potential conflicts using MS Outlook 


• Providing updates and alerts of schedule conflicts


• Provide administrative strategies to ensure all tasks are completed ahead of schedule.


• Ensuring continuous improvement of work processes to maximize productivity.


• Assist with the daily support of technical team activities, including taking meeting minutes and capturing action items.


• Deliver clear and concise follow up communication to team members regarding action items and deliverables to adhere to fast paced turnaround times.


• Track multiple workstreams, projects, assignments, and meetings to ensure timelines are kept.


• Creating organized and technical meeting minutes in a logical and organized fashion


• Create, edit, and present agendas for virtual meetings and compile action items after the meetings.


• Exceptionally competent with electronic file management with the purpose to organize, track, and store files in a way that optimizes use of storage space and enables users to easily locate and retrieve desired files.


• Serve as a liaison between clinical community care providers, agencies, and organizations.


• Assist with the development of high-quality presentations, maintain templates aligned to brand standards, and stay abreast of effective presentation techniques.


 

 

 

 

 

 

Skills and Qualifications:

 

 

• 2 - 5 years' experience in an administrative, clinical or business analysis project support position required for this role.


• Personal effectiveness and credibility.


• Experienced with Federal contracting projects strongly preferred. 


• Committed to very strong ethical conduct and on time delivery of work assignments.


• Deep experience with MS Office 365 and computer skills for analyzing and interpreting data. Minimum of 3 to 5 years MS Office experience.


• Able to multitask and handle multiple priorities with a calm, positive attitude, and professional manner.


• Must be able to work with discretion and maintain confidential information.


• Ability to communicate effectively in written and verbal form.


• Demonstrated ability to be self-starter and be able to work with all types of personnel with a professional attitude.


• Excellent time management, organizational, and multi-tasking skills.  


• Must be a technically savvy, highly self-motivated and independent worker.


• Highly developed soft skills / people skills and a positive attitude.


• Virtual meeting software experience such as MS Teams or GoToMeeting is required. Proficiency in Microsoft Teams preferred.


• Possess strong verbal and written communication skills.  


 

 

 

 

 

 

Travel:

 

 

Travel may be required for this position (up to 10%). Written travel approval must be obtained for every trip.

 

 

 

 

 

Educational Requirements:

 

 

A Bachelor’s plus 2 years relevant experience, or Associate’s + 4 years relevant experience in Communications, Business, Clinical Informatics or other liberal arts degree. 

 

 

 

 

Educational Equivalents:

 

 

A bachelor's degree plus 2 years' experience may be used as an equivalent to a master's degree or an associate degree plus 4 years' experience may be used as an equivalent to a master's degree.

 

 

 

 

Although we are 100% virtual, you must be located in one of our hiring states of AZ, CO, FL, GA, ID, IL, MD, MI, TX, VA, or WI. 

 

 

Must have high speed internet connection.  

 

 

Relocation: Not paid

 

 

 

 

J P Systems does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

 

 

 

 

Please note that our pay ranges are carefully researched and set based on the requirements of the position.  The salary range is displayed under Compensation for each position.  If you feel you qualify for a more senior level position than the ones advertised, please feel free to instead submit your resume from our Open Jobs webpage for consideration.