BASIC FUNCTION

The Staff Assistant will provide assistance to senior staff of the Engelberg Center for Health Care Reform (ECHCR). Responsibilities include management of administrative details pertaining to ECHCR projects, scheduling of internal and external meetings, management of senior staff calendars and travel schedules, assistance with project documentation, and light research.

EDUCATION/EXPERIENCE REQUIREMENTS

Bachelor’s degree required. A minimum two years of experience in an administrative position with varied responsibilities. Candidate should have Internet researching skills and the capacity to learn job-specific software programs. Previous experience with managing and coordinating the activities of senior staff preferred. Interest in health care research or policy preferred.

KNOWLEDGE REQUIREMENTS

Exceptional organizational, communication and writing skills required. Candidate must have the ability to be self- motivated and competent to undertake multiple research and writing assignments simultaneously with minimal supervision. Candidate should be detail orientated, proactive in identifying problems and recommending solutions; and proficient with Microsoft Office applications including Outlook, Word, Excel and PowerPoint.

PRINCIPAL DUTIES AND RESPONSIBILITIES

45% Coordination of Administrative Project Details

• Tracks regular external and internal meetings, keeps and updates meeting files.
• Schedules and coordinates video conferences and teleconferences with numerous participants.
• Responsible for taking notes, tracking project assignments and tracking deliverables during internal meetings and on a as-needed basis for conference calls.
• Schedules, coordinates, and tracks attendance and other details for regular external and internal meetings and conference calls with multiple high-level participants.
• Drafts and edits letters, memoranda, invitations and website content for approval by senior staff.
• Develops and maintains contact database for team projects and center wide usage.
• Assists with event and conference preparation, execution and follow-up activities.

45% Administrative Support for Senior Staff and Supporting Research Staff

• Anticipates senior staff needs and provides information regarding meeting requirements.
• Maintains detailed records of senior staff’s activities, including publications, meetings, media contacts and boards.
• Schedules appointments, makes domestic and international travel arrangements, prepares itineraries, arranges for reimbursement, and maintains records of project-related travel expenses and billing.
• Serves as primary contact for Senior Staff and project team. Receives and routes project and research-related phone calls; receives and disseminates information related to projects; responds to inquiries from the general public; receives, screens, and places calls for the Senior Staff; receives staff and visitors.
• Organizes and maintains Senior Staff’s files, both written and electronic. Manages sensitive information and materials with discretion.
• Sorts and prioritizes mail and other incoming materials.

05% Operations and Functional Center Support

• Assists Center operations staff with maintenance of office space for project team members.
• Assists with coordination of project team and center activities related to center meetings, interview scheduling, supply orders, and set-up of office space.
• Support operation staff with needed requests for special projects, day-to-day logistics, and overall center related items.

05% Light Research

• Locates research materials via the Internet, library searches, and research databases.
• Locates internal and external contact information as needed.
• Reads, summarizes, and organizes various written material into concise abstracts and bibliographic form.
• Obtains documents from various government and private agencies.
• Assists senior staff with proofreading and editing written projects.

Only applicants meeting minimum qualifications for the position will be considered. Successful completion of a background investigation is required for employment in this position. No phone calls please. Brookings welcomes resumes from all qualified applicants, particularly women and minorities.