Administrative and Research Assistant

Job Details

Job Location

American Psychiatric Association HQ - Washington, DC

Job Category

Admin - Clerical

Description

POSITION SUMMARY

This detail oriented and self-starting person is integral to the success of the Division of Research and the APA Mental Health Registry, PsychPRO, by managing various associated functions and processes.

They will provide administrative and research support in a busy setting that collaborates will multiple internal and external partners.

In this role, they will have the opportunity to coordinate meetings and travel, maintain organization systems, manage the Division of Research and PsychPRO mailboxes, oversee the administrative activities associated with Division of Research awards and fellowships and the APA's Institutional Review Board (IRB), and assist in research activities such as literature searches, basic data analyses and visualization, and report editing.

DUTIES & RESPONSIBILITIES

• Provide administrative and basic research support to Division of Research and PsychPRO registry
• Coordinate meetings and draft resulting minutes
• Process division's payments through ChromeRiver
• Staff IRB meetings and other DoR assigned components meetings
• Assist in research activities including literature searches and collating in Endnotes
• Basic data analyses and visualizations
• Travel to meetings for off-site support

COMPETENCIES

The Administrative and Research Assistant's performance on these duties and responsibilities will be measured using the following competencies :

SCOPE & IMPACT

General administrative support for the Division of Research and the Registry including coordination of schedules.

• Coordinate the Division's quarterly report to the APA and APAF Boards
• Assist in the management of the Division of Research psychiatry residents and fellows as well as awards overseen by the department.
• Coordinate the Division's bill payments for timely processing and disbursement.
• Assist in literature searches and collation in Endnotes
• Assist in basic data analyses and visualizations

COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING

• Work independently to perform various administrative and basic research duties
• Create and maintain organizational systems for tracking scheduling needs, files and materials for the DoR and Registry teams
• Serve as the primary contact for the Division to ensure requests / issues are appropriately coordinated, addressed and resolved including bill payments
• Coordinate scheduling, travel arrangements, and expense reimbursements
• Plan, coordinate, and prepare business meetings / events involving both internal staff and external clients / partners including scheduling, material preparation, and logistics / technology needs (video conferencing, presentations, Web Ex, etc.)
• Build strong relationships throughout the APA to support and facilitate the collaborative team environment
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
• Collaborate with program and scientific staff on other administrative projects as needed
• Manage expense reports and invoices for the Division of Research
• Ensure timely request for brief reports from assigned staff
• Collate reports into the final documents
• Ensure timely submission of reports
• Coordinate the update of the yearly application and nomination information related to the Division of Research awards and fellowships
• Coordinate yearly outreach to promote the research awards and fellowships
• Oversee the application process including answering queries from potential nominees and applicants, compiling the nomination and application packages, distributing the packages to the reviewers and developing correspondence to notify applicants of the outcome.
• Coordinate the completion of disbursement and other forms associated with Division of Research awards and fellowships
• Assist with basic research activities

RELATIONSHIP MANAGEMENT & AUTHORITY

• Relationships may include significant interactions with DOR staff, members, customers, other employees, and vendors via phone calls, emails, and other modes of communication
• Uses tact and discretion to obtain cooperation and understanding on routine matters

ORGANIZATIONAL KNOWLEDGE

• Demonstrates a limited understanding of Division of Research's relationships and responsibilities within the department
• Demonstrates a limited knowledge of policies, procedures, and terminology

Qualifications

REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS

• High school diploma or BA / BS and / or 0-2 years of experience with a strong interest in research and mental health
• Administrative and basic research experience preferred
• Highly organized with ability to prioritize, multi-task and take initiative.
• Possess strong accuracy, attention to detail and ability to follow-through.
• Excellent written and oral communication skills, interpersonal skills, tact and diplomacy with the ability to work with all levels of management.
• Ability to work independently under pressure, meet multiple deadlines, troubleshoot and problem solve.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook, Projects).
• High-energy, creativity, and willingness to learn
• Ability to summarize research findings in written and graphical form.
• Basic data analysis and data management experience a plus.
• The ability to work with others as a team (teamwork).

EOE, including disability / vets

Salary-$22.40-$25.58 / hour