Job Information
American Institutes for Research Administrative Specialist in Rockville, Maryland
Overview
Join AIR as an Admi nistrative Specialist with ourHealth (https://www.air.org/our-work/health) team. Our Health team works collaboratively to unravel the intertwined challenges of health care quality, costs, and access. Our team of experts – nurses, physicians, psychologists, economists, sociologists, data scientists, and public health experts – advance evidence and save lives by leading rigorousresearch and evaluation; results-driven technical assistance and training; and leading-edge data science and technology tools.
Use your experience, knowledge, and education to help us deliver on our mission: to contribute to a better, more equitable world.
Candidates hired for the position will have the option to work remotely but will be expected to be onsite at our North Bethesda, MD and Arlington, VA one to two days per week.
About AIR:
Established in 1946, with headquarters in Arlington, Virginia, AIR is a nonpartisan, not-for-profit institution that conducts behavioral and social science research and delivers technical assistance to solve some of the most urgent challenges in the U.S. and around the world. We advance evidence in the areas of education, health, the workforce, human services, and international development to create a better, more equitable world.
AIR’s commitment to diversity goes beyond legal compliance to its full integration in our strategy, operations, and work environment. At AIR, we define diversity broadly, considering everyone’s unique life and community experiences.We believe that embracing diverse perspectives, abilities/disabilities, racial/ethnic and cultural backgrounds, styles, ages, genders, gender identities and expressions, education backgrounds, and life stories drives innovation and employee engagement. Learn more about AIR's Diversity, Equity, and Inclusion Strategy and hear from our staff byclicking here (https://www.air.org/our-commitment-diversity-equity-and-inclusion) .
Responsibilities
The responsibilities for the position include:
Provides administrative support to senior staff including scheduling meetings, making meeting/travel arrangements, maintaining schedules and team calendars, note taking for internal meetings, and disseminating meeting materials as needed.
Develops, implements, and utilizes planning, scheduling, and tracking systems, processes and procedures to provide effective administrative support services for the Health Division and its VP.
Manages distribution lists and ensures accuracyfor communication to the entire Division.
Supports Health projects, budgets, and schedules.
Maintains VP calendar and coordinates meetings with staff as necessary.
Maintains and ensures confidentiality of all written and verbal communications initiated by VP.
Gains familiarity with Health projects and activities to answer questions and/or refer questions to appropriate staff.
Utilizes knowledge of, and advocate compliance with, corporate policies when interacting with staff.
Coordinates all activities relating to conferences, meetings, and staff events, as requested by the VP. This includes reserving conference rooms, formatting presentations, coordinating booth materials, ensuring conference sponsorship is paid, food vendor coordination and setup, and assisting staff with meeting registration and travel as necessary.
Supports internal hiring process including posting open positions in Staffing Connector, collecting resumes, and scheduling interviews and debrief meetings.
Updates and maintains content for the Health Intranet site, collaborating with staff as necessary.
Coordinates contracts and invoicing for Health-related consultants and contracts.
Promotes staff engagement by welcoming new hires, celebrating anniversaries, and assisting with other employee engagement initiatives.
Other related tasks andprojects as they arise.
Qualifications
Education, Knowledge, and Experience:
Minimum of High School Diploma with a minimum of 5 years of experience or bachelor’s degree with 4 a minimum of years of prior administrative experience.
Experience working collaboratively with teams across multicultural contexts.
Experience working independently and effectively while demonstrating initiative and resourcefulness in a fast-paced environment.
Experience in event planning or event coordination.
Experience providing administrative support to senior level staff is preferred but not required.
Skills:
Excellent interpersonal skills to ensure effective communicationand ability to effectively work with and respond to inquiries from internal staff members at all levels as well as external partners.
Excellent organizational skills to manage multiple activities with tact and diplomacy.
Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, Teams, Zoom, and other web platforms.
Ability to handle multiple priorities and ensure timely follow-up.
Excellent communication skills with the ability to work efficiently in a virtual work environment.
Disclosures:
Applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for this position. Depending on project work, qualified candidates may need to meet certain residency requirements.
All qualified applicants will receive consideration for employment without discrimination on the basis of age, race, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, protected veteran status, or disability.
AIR adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo reference and background checks.
AIR’s Total Rewards Program , is designed to reward our staff competitively and motivate them to achieve our critical mission. This position offers an anticipated rate of $26.00 - $33.00 per hour. Salary offers are made based on internal equity within the institution and external equity with competitive markets. Please note this is the hourly rate range for candidates that are based in the United States.
AIR maintains adrug-free work environment (https://www.air.org/sites/default/files/2023-05/Workplace-Drug-Policy-2023.pdf) .
Fraudulent Job Scams Warning & Disclaimer:
AIR is aware of individuals falsely presenting themselves as AIR representatives.Fraudulent job scams seek to extract sensitive information or money from victims. To protect yourself, please be aware that AIR recruitment will only email you from an “@air.org” domain. Please take extra caution while examining the email address, for example jdoe @air.org is correct and jdoe @aircareers.org is not a legitimate AIR email address . If you are unsure of the legitimacy of a communication you have received, please reach outto recruitment@air.org .
If you see a job scam, or lose money to one, report it to the Federal Trade Commission (FTC) at ReportFraud.ftc.gov . You can also report it to your state attorney general . Find out more about how to avoid scams at ftc.gov/scams .
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Submit an interest application (https://jobs-airdc.icims.com/jobs/12998/administrative-specialist/job?mode=apply&apply=yes&in_iframe=1&hashed=1374627785)
Please note, each section of the application is required in order for you to be considered for this opportunity. If you do not complete the required screening questions, or if you close your browser before completing each section of the application, your application will not be submitted for this position.
American Institutes for Research is an equal employment opportunity/affirmative action employer committed to excellence through diversity. Minorities, women, individuals with disabilities and veterans are encouraged to apply.
American Institutes for Research’s commitment to Diversity goes beyond legal compliance to its full integration in our strategy, operations and work environment. Diversity is valued and Inclusion is reflected in all efforts to recruit, develop, and engage the diverse staff needed to accomplish our mission.
ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to Taliba Boone at tboone@air.org or call 202.403.5000.
Job Location US-Remote | US-VA-Arlington | US-MD-Rockville
Job ID 12998
Job Location United States
Category Administrative