Executive Assistant
DC, US
Overall Purpose Of The Job:
This position is in support of the ICE Health Services Corps (IHSC) whose mission is to provide medical care to maintain the health of individuals in the custody of ICE through an integrated health care delivery system, based on nationally recognized correctional, detention and residential health care standards. The Agency is committed to providing healthcare services to protect the nation’s health, reduce global disease and provide medical support for the law enforcement mission of the safe apprehension, enforcement and removal of detained individuals involved in immigration proceedings. IHSC is committed to ensuring a system of care that is ethical, responsible, and accountable through rigorous surveillance and monitoring activities.
Key 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 reports.
• Assembles data from a variety of sources and compiles statistics for use in response.
• Formats information and assures that results are clear and understandable.
• 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 office.
• Reviews outgoing correspondence and reports prepared for signature, ensuring proper format, mathematical correctness, correct grammar and necessary coordination.
• Works with authors to resolve problems.
• 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 arrangement 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, WebTA, 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 tum around reports).
• Manages, prepares, and trends reports for large data files using Microsoft products.
• Performs record keeping functions in accordance with program policies and position.
• 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.
• Obtains a comprehensive knowledge of IHSC clinical and administrative roles and responsibilities to manage the day-to-day tasking process.
• Collaborates with ICE Task Management offices to request adjustments to suspense dates and provide updates on tasks in progress.
• Maintains broad and extensive knowledge of the IHSC health care system, program principles, missions and functions, and applicable correctional health care standards.
• Develops, schedules, and performs IHSC Task Management System (iTMS) training for IHSC staff and leadership.
• Prepare agenda and minutes/notes for regularly scheduled and ad hoc meetings.
Job Profile
Experience Required
• Strong oral and written communication skills
• Excellent interpersonal skills
• Critical thinking skills
• Cultural competency
• Integrity and honesty
• Strong attention to detail
Education Required
Degree issuing institution and or program must be accredited by an entity recognized by the U.S. Department of Education
• Bachelor’s Degree, or
• A combination of education, training, and experience which provides the desired knowledge, skills, and abilities to perform the positions 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.
Required Licenses / Certifications
• This position does not require privileging by IHSC
Required Knowledge, Skills and Abilities
• Ability to adapt to sudden changes in schedules and flexibility in work requirements.
• 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 Pro.
• 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 Office.
• Knowledge of regulations (HIPAA/Privacy Act) regarding the confidentiality of patient medical records and information, as well as personally identifiable information (PII).
• Proficient in typing.
Duty Hours / ON-Call Requirements
• This full-time position requires availability to workdays during normal business hours.
• There are no on call requirements for this position.
Security Requirements
• The Department of Homeland Security’s Personnel Security Unit (PSU) must render an Initial Preliminary Favorable Fitness Determination to be considered a qualified candidate.
• A Complete Favorable Fitness Determination must be rendered by PSU upon completion of initial, and between, subsequent background investigations to meet the requirements of this position.
Physical Demands
• Physically capable of performing duties and responsibilities as listed above.
• Sitting for prolonged periods of time.
• Frequent use of common office technology such as the computer, telephone etc.
• Ability to lift, carry and move up to 30 lbs.
Travel / Rotation Requirements
• Up to 15%
International SOS Government Medical Services is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws.
This job description outlines the types of responsibilities the incumbent is required to perform. The incumbent may be required to perform job related tasks other than those specifically presented in this job description. This job description is subject to regular review.
