Executive Assistant

4 days left

Washington, DC
Aug 29, 2023
Sep 28, 2023
Full Time
Job Summary

Aptive is seeking an Executive Assistant to support ICE Health Services Corps (IHSC) . IHSC's mission is to provide medical care to maintain the health of individuals in the custody of ICE . IHSC is committed to ensuring a system of care that is ethical, responsible, and accountable through rigorous surveillance and monitoring activities . The Executive Assistant at Aptive will play a key role in providing this support to IHSC and achieving their mission.

This position requires on-site hybrid support at our client location.

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 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.
  • Other duties as assigned.

Minimum Qualifications

  • 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.
  • 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.
  • Ability to obtain and maintain a government security clearance as required for the position

Desired Qualifications

  • Previous experience supporting a federal program, experience with IHSC highly desired
  • P roject management experience
  • M ilitary veterans are encouraged to apply

Client Information

IHSC's 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.

About Aptive

Aptive is a modern federal consulting firm focused on human experience, digital services, and business transformation. We harness creativity, technology, and culture to connect people and systems to impact the world. We're advisors, strategists, and engineers focused on people, above all else.

We believe in generating success collaboratively, leaving client organizations stronger after every engagement and building trust for the next big challenge. Our work inspires people, fuels change and makes an impact. Join our team to be part of positive change in your community and our nation.

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.

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