The MITRE Corporation Administrative Assistant, Health Services in Bedford, Massachusetts
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We are seeking an Administrative Assistant (AA) to support the Sr. Manager Occupational Health Services and Wellness Programs. The candidate will provide a variety of administrative tasks and works closely with a fast-paced professional Registered Nurse team in Bedford, MA and Mclean, VA., while working collaboratively in a team atmosphere, providing back-up assistance as needed.
This position is ideal for a professional who has a business operations background or interest in Human Resources. Ideally, having prior experiences in the Administrative Assistant realm.
In this dynamic, fast-moving role, your key responsibilities will include:
Performing a variety of administrative tasks, including preparation of documentation, including reports, screening telephone calls, clinic scheduling, and prioritizing meetings.
Managing the Sr. Manager’s daily schedule and calendar which requires the ability to prioritize required tasks, and effectively manage complex demands.
Representing the Sr. Manager and her respective organization in a professional, respectful, and gracious manner at all times.
Maintains the privacy, security and confidentiality when interacting within the Health Clinic and handling employee health records. This is consistent with a keen understanding of HIPAA (Health Insurance Portability and Accountability Act) guidance. AA must be able to recognize and report issues or potential conflicts to the Sr. Manager immediately.
Assisting in arranging travel schedule supporting the Sr. Manager. Prepare itineraries and required support services; prepares, finalizes, and submits electronic expense report.
Providing administrative support for RN meetings, including scheduling, and audio-visual connections.
Provide professional reception and support to Employee’s seeking treatment or care in Health Services clinic.
Familiarize with Emergency 911- Call system to assist RN’s in an emergency situation.
Maintaining state-of-the-art knowledge of MITRE’s administrative support systems, department records, policies, and processes, including Community Share Sites.
Responsible for purchasing requests – ordering Health Services Clinic supplies, laptops/hardware, coordinating software installation, resource materials etc.
Ensuring staff complete mandatory training modules: HIPAA, GSS Security, Ethics, Respect in the Workplace and Timecard completion.
Facilitate and monitor Ergonomic New Employee by accessing employee actions to be completed.
Assist the Fitness Center’s staff with membership fees collection for deposit and with locker room rental. Process employee Fitness Center terminations and send to the Fitness Center in Bedford or McLean.
Provide high degree of project leadership while supporting the Sr. Manager in Wellness taskforce meetings with monthly deliverables for publishing.
Tracking and facilitating employee timecard or TRS compliance.
Requires high level of professional judgement, initiative, tact, and diplomacy in working closely, often under time constraints, with highly confidential information, in a diverse group of RNs, employees, managers and support personal.
Must demonstrate emotional intelligence and demonstrating grace and respect when dealing with various stakeholders.
Must have intermediate skills with Microsoft Office Suite to include Outlook, PowerPoint, Excel, SharePoint, OneDrive, and Teams. Familiarity with Zoom preferred.
Strong interpersonal, written, and verbal communication skills and the ability to operate and team with MITRE management, employees and Health Services staff and clients are a must.
Must effectively apply strong self-organization and time management skills, with considerable emphasis on self-initiation, independent decision making, accuracy and follow through on a broad range of administrative support tasks.
High School Diploma with a minimum of 3 years of related experience or equivalent in business operations, education, or equivalent
Bachelor’s Degree or a combination of high school courses and related work experience.
This requisition requires the candidate to have a minimum of the following clearance(s):
This requisition requires the hired candidate to have or obtain, within one year from the date of hire, the following clearance(s):
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