Staff Assistant

Children's National is seeking a Staff Assistant to support executives in the Information Services department. This role involves a variety of administrative tasks, including:

• Heavy calendar management
• Meeting coordination
• Booking travel and accommodations
• Submitting and tracking expenses
• Processing timecards
• Ordering and managing office supplies
• Preparing and editing communications, reports, presentations, and other project work as requested by directors
• Opportunities for deeper project work and program coordination

The ideal candidate will be extremely detail-oriented and organized, responsive to directors and team members, and able to handle confidential and sensitive information with discretion and professionalism. They should possess strong communication skills and the ability to collaborate effectively with cross-functional teams. Proficiency with Microsoft applications (Outlook, Teams, Excel, Word) and the aptitude to learn new technologies and systems is essential.

This role is ideal for someone looking to expand their skills and engage in more substantial project work beyond typical administrative duties. You will have numerous opportunities to collaborate with your executive and support their initiatives.

Work Environment:

• Hybrid role: 4 days in office, 1 day remote
• There are 2 on-site locations this role will report to depending on executive's schedule:
  
  
  
  • Children's National Hospital - 111 Michigan Ave., NW Washington D.C.
  • Children's National Inventa Campus - 1 Inventa Pl, Silver Spring, MD
  
  
  
  

Minimum Education

• High School Diploma or GED (Required)

Minimum Work Experience

• 4 years Related administrative/clerical experience, preferably in a challenging and fast-paced environment. Experience should demonstrate ability to analyze and interpret data, prepare reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of meetings, and organize files and correspondence (Required)

Functional Accountabilities
Administrative and Secretarial

• Responsible for scheduling appointments and arranging meetings, conferences and travel. Ensures the manager's knowledge of schedule 24 hours in advance. May assist in creating meeting agenda and taking minutes.
• Organizes and maintains correspondence, files and records in accordance with internal procedures.
• Follows up on pending matters under the manager's direction and supervision, providing feedback in a timely manner.
• May assist in coordinating the workflow within the manager's scope of oversight. Initiates follow-up action as needed.
• May assist in researching information requests under the manager's guidance and supervision. May assemble relevant data and compiles information as directed.

Communications

• Serves as a liaison to other managers and staff members, internal/external customers.
• Communicates and/or coordinates the manager's instructions and desires with various individuals and/or departments/divisions. Furnishes and obtains information from others as needed.
• Receives and screens calls, correspondence, and/or visitors for the manager and other staff members.
• Answers routine inquiries and refers more complex requests to appropriate staff member.

Office Technology

• Drafts and types routine letters and memos from specific instructions.
• Utilizes various software and/or learns new computer applications to meet unique work needs and improve productivity.
• May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.

Project Coordination

• May prioritize and coordinate project(s), and follows through on issues in a timely manner under the guidance of the manager.

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance
• Continuously validate and verify information needed for decision making or documentation
• Stop in the face of uncertainty and takes time to resolve the situation
• Demonstrate accurate, clear and timely verbal and written communication
• Actively promote safety for patients, families, visitors and co-workers
• Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance