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PROGRAM ASSISTANT

Position Description

 

INTRODUCTION:
This position serves as a program assistant for headquarters or one of the ICE facilities staffed by IHSC. These sites provide medical care to detainees in ICE custody.
DUTIES AND RESPONSIBILITIES:
1. Receives visitors and telephone calls for the supervisor, appropriately screens/forwards calls to supervisor or staff member.
2. Manages issues and questions not requiring research or technical knowledge.
3. Maintains supervisor’s calendar and schedules appointments and meetings based upon knowledge of supervisor’s workload, with or without prior clearance.
4. Reminds supervisor of appointments and briefs supervisor on the matters to be considered before the scheduled meetings.
5. Demonstrates initiative with rescheduling appointments when it becomes apparent the supervisor will have schedule conflicts.
6. Schedules meetings, including making reservations for conference rooms and notifying participants. When necessary, attends meetings, records proceedings, and prepares final meeting notes.
7. Receives and screens all incoming correspondence and directives for the supervisor and program staff. Demonstrates initiative with correspondence responses, gets clarification or instructions from originating offices as needed.
8. Controls incoming and outgoing correspondence and action documents, ensuring follow-up responses are submitted by deadline.
9. Assembles, compiles and summarizes information from files and documents or other available sources for use by the supervisor, office or other staff members.
10. Assists the supervisor in coordinating travel with the DIHS Mission Support Branch.
11. Establishes and maintains working files. Reviews files to meet current needs and periodically reviews materials for disposition.
12. Typing of memoranda, letters, briefing materials, reports, etc.
13. Performs other duties as assigned.
PHYSICAL DEMANDS
1. Able to bend, stand and sit for extended periods of time.
2. Able to reach to retrieve documents.
3. Able to carry materials and/or file boxes up to 20 pounds.