Executive Administrative Assistant

ICE Health Service Corps Position

The ICE Health Service Corps (IHSC) exists within the organizational structure of the Department of Homeland Security (DHS), Immigration and Customs Enforcement (ICE), Enforcement and Removal Operations (ERO). IHSC health care professionals are comprised of U.S. Public Health Service (PHS) Commissioned Corps officers, federal civil servants, and contract staff working together to provide quality health care services. IHSC serves as the medical experts for ICE for detainee health care.

IHSC's mission is to provide the safe delivery of high-quality health care to those in ICE custody. The Agency is committed to providing health care services to reduce global disease and support the safe apprehension, enforcement, and removal of detained individuals involved in immigration proceedings. IHSC is also committed to ensuring a system of care that is ethical, responsible, and accountable through rigorous surveillance and monitoring activities.

Primary Responsibilities

Screens calls and visitors, referring them to the appropriate staff member or office, handling some personally, and forwarding to the director only those calls or visitors requiring the director's attention. Schedules appointments and makes commitments for the director to attend meetings.

Reviews incoming correspondence, determines proper action, and routes to the appropriate staff or office.

Responds to inquiries of a routine, non-technical nature.

Follows up with staff, or other offices, to assure that responses are prepared in a timely manner.

Receives requests for information for both ad hoc and recurring needs.

Assembles data from a variety of sources and compiles statistics for use in decision-making.

Formats information and assures that results are clear and concise.

Prepares correspondence for the assistant director, chief of staff, deputy assistant director, or branch chief's signature, and maintains records and files required by the position.

Reviews outgoing correspondence and reports prepared for signature, ensuring proper format, mathematical correctness, correct grammar, and necessary coordination.

Works with authors to resolve issues.

Explains non-technical policies and procedures used in office to managers and staff.

Conducts periodic training to update those throughout the office on administrative procedures and recommends changes as necessary.

Makes arrangements for travel, meetings, conferences, etc. For visits to organizations, makes transportation and hotel arrangements, notifies subordinate organizations, prepares agenda and other materials needed for the affair.

Provides management assistance to IHSC leadership as follows: calendar management, government time management tool, drafting and editing documents for management consideration, research regulations and other requirements, project management and project status updates.

Receives incoming correspondence, determines proper action, and routes to the appropriate subject matter expert or unit (i.e., taskings/other short turnaround reports).

Manages, prepares, and trends reports for large data files using Microsoft tools.

Performs record keeping functions in accordance with program policies and procedures.

Completes all initial, annual, and ad hoc training as required/assigned.

Manages, assigns, refines, monitors, reviews, and balances task workload and closes out all taskings on behalf of IHSC.

Minimum Qualifications

• Bachelor's Degree, or a combination of education, training, and experience which provides the desired knowledge, skills, and abilities to perform the position's duties and responsibilities.
• Minimum of one year of direct experience with, and high level of proficiency in Microsoft Office programs, specifically Microsoft Word®, Excel, PowerPoint, Outlook and SharePoint.
• Ability to adapt to sudden changes in schedules and flexibility in work.
• Ability to communicate proficiently in English (verbal and written) in order to develop positive rapport with co-workers and other stakeholders.
• Ability to establish and maintain positive working relationships in a multidisciplinary environment.
• Ability to navigate in an electronic work environment including electronic health records, web-based training, and communications.
• Proficiency with Adobe Acrobat.
• Knowledge of, and moderate proficiency in, common Microsoft Office programs, specifically Microsoft Word, Excel, PowerPoint, Outlook and SharePoint.
• Knowledgeable in areas of administration and database management.
• Ability to create and edit documents using Microsoft tools.
• Knowledge of regulations (HIPAA/Privacy Act) regarding the confidentiality of patient medical records and information, as well as personally identifiable information (PII).

Desired Qualifications

• Strong oral and written communication skills.
• Excellent interpersonal skills.
• Critical thinking skills.
• Cultural competency.
• Integrity and honesty.
• Strong attention to detail.

About Aptive

Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations, and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security, and the National Science Foundation. We specialize in applying technology, creativity, and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day. Founded: 2012. Employees: 300+ nationwide.

EEO Statement

Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class. Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply.