Administrative Assistant

Administrative Assistant

Zimmerman Associates, Inc. (ZAI) is currently seeking to hire an Administrative Assistant to support a government contract bid in the Bethesda, MD area. This is an onsite employment opportunity.

Role and Responsibilities

The Administrative Assistant is responsible for providing administrative support and other assistance as requested in support of IRMAC operations. The Administrative Assistant will work collaboratively with the IRMAC Director, Referral Management, and Appointing Chief Supervisor to complete daily and long-term tasks that support IRMAC efficiency. Responsibilities include, but are not limited to, preparing briefs for the IRMAC Director, Appointing and Referral Chief, and compiling files for IRMAC operations.

Qualifications/Skills and Experience

• Associate degree or equivalent business school certificate, with 4 years of related experience.
• U.S. Citizenship required, along with the ability to obtain a Public Trust Clearance.
• Strong verbal and written communication skills with the ability to exercise sound judgment.
• Proficiency in Microsoft Office Suite, including Word, Excel, Windows 2000/XP, desktop publishing programs, and common Windows-based applications.
• Excellent organizational skills, including the ability to manage time effectively, prioritize tasks, set goals, and implement plans to achieve them.
• Strong interpersonal skills to professionally interface with clients and staff.
• Ability to anticipate the needs of IRMAC and team members while remaining proactive, organized, and informed.
• Ability to understand team schedules, priorities, preferences, and potential challenges.
• Resourceful, efficient, and able to think ahead to provide solutions before issues arise.
• Ability to perform complex and detailed clerical and administrative work with accuracy.

Essential Tasks

• Provide daily and weekly updates to the Chief of IRMAC, Director of IRMAC, and leadership regarding calendar issues, conflicts, modifications, coordination with staff, and meeting schedules.
• Collect and analyze data and respond to oral and written inquiries from IRMAC leadership.
• Manage inventory of assets and office supplies.
• Schedule and coordinate meetings, projects, interviews, events, and similar activities.
• Prepare business correspondence using word processing, spreadsheet, and presentation software.
• Attend off-site meetings throughout the NCR Medical Directorate (MD) as needed and take minutes or prepare task lists for staff distribution.
• Take dictation and minutes; accurately enter data.
• Maintain staff confidentiality.
• Perform administrative duties supporting referral and appointment management, information and communication management, and other duties supporting MHS beneficiaries.
• Perform all duties of a Call Center Agent.
• Assist with answering calls during peak periods, receiving patient calls, and determining appointment needs according to managed care rules.
• Search for patient demographics in MHS-GENESIS.
• Verify patient eligibility status.
• Provide clinic appointment access and submit T-cons to doctors and administrators.
• Schedule appointments when needed.
• Refer patients to appropriate MTFs.
• Advise patients on clinic locations.
• Initiate calls to patients to process waitlists when necessary.
• Compile information into statistical reports.
• Perform spot checks of scheduled appointments.
• Perform other duties as assigned by IRMAC leadership.

ZAI is an equal opportunity employer. In compliance with Federal and State Equal Opportunity Laws, qualified applicants will be considered for all positions without regard to race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, veteran status, or any other legally protected status.