Office Manager Job at Akahi Associates, LLC
Overview:
40 hours per week
Statement of Work Details
Provides technical support to assist with the operational management of administrative functions within the clinic.
Provide direct administrative support for Director of NCS (Clinical Neuropsychology Service; Snow)
Assists in planning, coordinating and managing various programs and work projects.
Overarching responsibilities include: organizing, updating, and maintaining study and patient databases and reports;
data entry and maintaining and ensuring data accuracy; maintaining documents and files; maintaining patient, student, and
staff schedules; organizing staff, extern (student) and psychometrist activities; organizing and maintaining inventory and
purchases; implementing procedures to ensure that work products are completed in a timely and consistent manner; and
organizing and maintaining technological devices and property
Ensures compliance with required program, administrative and management deadlines.
Maintain Director’s calendars (schedule meetings, doodle polls, etc.) and patient evaluation calendars
Collects, enters and updates data into tracking database.
Schedule patient evaluations through use of the computerized systems and through correspondence with NIH
physicians, nursing, and coordinators.
Assists with budget tracking and protocol management.
Create and circulate weekly patient evaluation list and staff assignments (i.e., which clinician, psychometrist, and
student will be evaluating each patient).
Requests and initiates the purchase of materials, supplies and equipment.
Assist in the scoring and processing of neurocognitive testing of research participants. Use Microsoft office, including
Word, Excel, and PowerPoint
Arranges and coordinates scientific meetings, seminars and conferences and provides appropriate background
materials.
Maintain and organize NCS share drives and document management platforms, such as SharePoint . Enter documents and properly code them into document management platforms such as SharePoint
Performs various clinical literature searches, and receives, reviews and prepares clinical or technical reports.
Use document management platforms, such as SharePoint, to track patient/subject evaluation progress and store
patient evaluation documents oHelp develop and maintain other document management platforms and/or databases, such
as to track extern patient/subject evaluation progress or referral source
Scanning, uploading, and archiving paper charts onto SharePoint and servers as well as overseeing such activities of
others . QA files, data, and documents on SharePoint
Assist with efforts to go paperless (organizing file cabinets, scanning materials for scoring, scanning patient files) and
maintain systems put in place . Shredding old files and documents that have been properly scanned, uploaded, and
electronically stored
Enter data into CTDB, CiSTAR, other databases o Maintain database/spreadsheet of status of patient file status
(i.e., whether patient has been tested, data has been QA’d, data has been entered into CTDB, CiSTAR, etc.) o Assist with QA’ing old and new files and applying research diagnostic criteria (battery trackers) for select patients
Export and prepare data for analyses. Organize paper charts and prepare for patient visits. Maintain organization of
physical office space, materials (files, equipment, test materials, supplies), personnel and workflow
Coordinates the activities of various clinical committees by providing logistical and technical support.
Ensure that clinical and research reports are completed according to schedule and in a timely and consistent
manner.Create and oversee schedule for tasks such as data preparation, data analysis, report completion for various
projects . Attempt to reconcile scheduling conflicts . Assist in maintaining balanced budget. Serve as purchasing liaison and
maintain inventory of all materials. Assists with purchase of new devices
Routinely checks in with personnel regarding upcoming ordering. POC for shipments, maintenance, IT,
housekeeping, etc. Routinely checks on stock of test forms, testing materials, test credits, and office supplies
Fill out order requisition forms, sends necessary information to purchasing individual. Maintains all account
information from all distributors/companies . Receive packages and sends invoice to purchasing person
Acts as liaison with staff and other government and non-government offices.
Managing and maintaining property . Ensures that devices (laptops, printers, copiers) are properly maintained and
accounted for
Makes sure that software is up to date and new software purchased if necessary o Assists with removing data and
programs from old devices and moving to new devices and/or servers/new computers o Assists with sending outdated devices to surplus. Organizes and overseas onboarding of students and new
personnel
Coordinates revision to current clinical program activities and special projects.
Coordinate and assist with the implementation of special projects and inform the appropriate staff of progress and
problems
Coordinates committees for improving clinical program policies and procedures.
Ensures students have access to everything required for patient testing, including access to the 7SWNT hallway,
testing materials, etc. 1
Ensures students and personnel have access to all technological requirements, i.e., laptops, printers, access to CRIS,
etc. 2
Ensures students and personnel have completed required online and in-person trainings Responsibilities:
Work products and documents related to developing spreadsheets for tracking budgets;
provide summaries to be used to evaluate spending patterns and comparative projections
of financial data and spending plans based on funding levels and other identified factors;
research and propose strategies to employ qualitative and quantitative methods to analyze
and disseminate clinical financial data; construct summaries to be used in analyzing of
spending projections for new and existing appropriation purposes; monitor and verify
accuracy of data; research and analyze records; identify and correct discrepancies.
analyze records; identify and correct discrepancies - Daily Qualifications:
Skills
Software
- SharePoint - MS Office - WebEx - ITAS
Overall Position Summary and Objectives
Under this task order, the contractor will independently provide support
services to satisfy the overall operational objectives of the National
Institute of Mental Health. The primary objective is to provide services
and deliverables through performance of support services
services to satisfy the overall operational objectives of the National
Institute of Mental Health. The primary objective is to provide services
and deliverables through performance of support services
40 hours per week
Monday-Friday
Statement of Work Details
Provides technical support to assist with the operational management of administrative functions within the clinic.
Provide direct administrative support for Director of NCS (Clinical Neuropsychology Service; Snow)
Assists in planning, coordinating and managing various programs and work projects.
Overarching responsibilities include: organizing, updating, and maintaining study and patient databases and reports;
data entry and maintaining and ensuring data accuracy; maintaining documents and files; maintaining patient, student, and
staff schedules; organizing staff, extern (student) and psychometrist activities; organizing and maintaining inventory and
purchases; implementing procedures to ensure that work products are completed in a timely and consistent manner; and
organizing and maintaining technological devices and property
Ensures compliance with required program, administrative and management deadlines.
Maintain Director’s calendars (schedule meetings, doodle polls, etc.) and patient evaluation calendars
Collects, enters and updates data into tracking database.
Schedule patient evaluations through use of the computerized systems and through correspondence with NIH
physicians, nursing, and coordinators.
Assists with budget tracking and protocol management.
Create and circulate weekly patient evaluation list and staff assignments (i.e., which clinician, psychometrist, and
student will be evaluating each patient).
Requests and initiates the purchase of materials, supplies and equipment.
Assist in the scoring and processing of neurocognitive testing of research participants. Use Microsoft office, including
Word, Excel, and PowerPoint
Arranges and coordinates scientific meetings, seminars and conferences and provides appropriate background
materials.
Maintain and organize NCS share drives and document management platforms, such as SharePoint . Enter documents and properly code them into document management platforms such as SharePoint
Performs various clinical literature searches, and receives, reviews and prepares clinical or technical reports.
Use document management platforms, such as SharePoint, to track patient/subject evaluation progress and store
patient evaluation documents oHelp develop and maintain other document management platforms and/or databases, such
as to track extern patient/subject evaluation progress or referral source
Scanning, uploading, and archiving paper charts onto SharePoint and servers as well as overseeing such activities of
others . QA files, data, and documents on SharePoint
Assist with efforts to go paperless (organizing file cabinets, scanning materials for scoring, scanning patient files) and
maintain systems put in place . Shredding old files and documents that have been properly scanned, uploaded, and
electronically stored
Enter data into CTDB, CiSTAR, other databases o Maintain database/spreadsheet of status of patient file status
(i.e., whether patient has been tested, data has been QA’d, data has been entered into CTDB, CiSTAR, etc.) o Assist with QA’ing old and new files and applying research diagnostic criteria (battery trackers) for select patients
Export and prepare data for analyses. Organize paper charts and prepare for patient visits. Maintain organization of
physical office space, materials (files, equipment, test materials, supplies), personnel and workflow
Coordinates the activities of various clinical committees by providing logistical and technical support.
Ensure that clinical and research reports are completed according to schedule and in a timely and consistent
manner.Create and oversee schedule for tasks such as data preparation, data analysis, report completion for various
projects . Attempt to reconcile scheduling conflicts . Assist in maintaining balanced budget. Serve as purchasing liaison and
maintain inventory of all materials. Assists with purchase of new devices
Routinely checks in with personnel regarding upcoming ordering. POC for shipments, maintenance, IT,
housekeeping, etc. Routinely checks on stock of test forms, testing materials, test credits, and office supplies
Fill out order requisition forms, sends necessary information to purchasing individual. Maintains all account
information from all distributors/companies . Receive packages and sends invoice to purchasing person
Acts as liaison with staff and other government and non-government offices.
Managing and maintaining property . Ensures that devices (laptops, printers, copiers) are properly maintained and
accounted for
Makes sure that software is up to date and new software purchased if necessary o Assists with removing data and
programs from old devices and moving to new devices and/or servers/new computers o Assists with sending outdated devices to surplus. Organizes and overseas onboarding of students and new
personnel
Coordinates revision to current clinical program activities and special projects.
Coordinate and assist with the implementation of special projects and inform the appropriate staff of progress and
problems
Coordinates committees for improving clinical program policies and procedures.
Ensures students have access to everything required for patient testing, including access to the 7SWNT hallway,
testing materials, etc. 1
Ensures students and personnel have access to all technological requirements, i.e., laptops, printers, access to CRIS,
etc. 2
Ensures students and personnel have completed required online and in-person trainings
Deliverables
Work products and documents related to developing spreadsheets for tracking budgets;
provide summaries to be used to evaluate spending patterns and comparative projections
of financial data and spending plans based on funding levels and other identified factors;
research and propose strategies to employ qualitative and quantitative methods to analyze
and disseminate clinical financial data; construct summaries to be used in analyzing of
spending projections for new and existing appropriation purposes; monitor and verify
accuracy of data; research and analyze records; identify and correct discrepancies.
- Daily Work products and documents related to ensuring that clinical and research reports are completed according to
analyze records; identify and correct discrepancies - Daily
Field of Study
- Neuroscience - General Business - Business Management
and Administration
- Neuroscience - General Business - Business Management
and Administration
Skills
- Excellent analytical, troubleshooting, organizational and time
Software
- SharePoint - MS Office - WebEx - ITAS
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