Administrative and Research Assistant

Job DetailsJob LocationAmerican Psychiatric Association HQ - Washington, DCJob CategoryAdmin - ClericalDescriptionPOSITION SUMMARYThis 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 & RESPONSIBILITIESProvide administrative and basic research support to Division of Research and PsychPRO registryCoordinate meetings and draft resulting minutesProcess division's payments through ChromeRiverStaff IRB meetings and other DoR assigned components meetingsAssist in research activities including literature searches and collating in EndnotesBasic data analyses and visualizationsTravel to meetings for off-site supportCOMPETENCIESThe Administrative and Research Assistant's performance on these duties and responsibilities will be measured using the following competencies:SCOPE & IMPACTGeneral 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 BoardsAssist 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 EndnotesAssist in basic data analyses and visualizations COMPLEXITY, PROBLEM SOLVING & DECISION-MAKINGWork independently to perform various administrative and basic research dutiesCreate and maintain organizational systems for tracking scheduling needs, files and materials for the DoR and Registry teamsServe as the primary contact for the Division to ensure requestsissues are appropriately coordinated, addressed and resolved including bill paymentsCoordinate scheduling, travel arrangements, and expense reimbursementsPlan, coordinate, and prepare business meetingsevents involving both internal staff and external clientspartners including scheduling, material preparation, and logisticstechnology needs (video conferencing, presentations, Web Ex, etc.)Build strong relationships throughout the APA to support and facilitate the collaborative team environmentPrioritize and manage multiple projects simultaneously, and follow through on issues in a timely mannerCollaborate with program and scientific staff on other administrative projects as neededManage expense reports and invoices for the Division of ResearchEnsure timely request for brief reports from assigned staffCollate reports into the final documentsEnsure timely submission of reportsCoordinate 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 fellowshipsOversee 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 fellowshipsAssist with basic research activitiesRELATIONSHIP MANAGEMENT & AUTHORITYRelationships may include significant interactions with DOR staff, members, customers, other employees, and vendors via phone calls, emails, and other modes of communicationUses tact and discretion to obtain cooperation and understanding on routine mattersORGANIZATIONAL KNOWLEDGEDemonstrates a limited understanding of Division of Research's relationships and responsibilities within the departmentDemonstrates a limited knowledge of policies, procedures, and terminology QualificationsREQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS Bachelor's degree and strong interest in research and mental healthAdministrative and basic research experience preferredHighly 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 learnAbility 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 disabilityvetsSalary-$22.40-$25.58hour

Created: 2025-02-27