Overall Position Summary and Objectives:
Provides executive and administrative services in support of the overall operational objectives of NIH Office of the Director. This position works with senior staff responsible for this highly visible, high-priority initiative.
Minimum Education:
Associate’s
Skills:
- Some background with medical terminology
- Outcome oriented
- Excellent analytical, organizational, interpersonal and time management skills.
- Knowledge of correct grammar, spelling, punctuation, capitalization, and style.
- Strong written and oral communications skills.
- Skills engaging and communicating with multiple stakeholders and managing up and down in an organization
- Ability to manage competing priorities.
- Knowledge of NIH policies and procedures
- Minimum of 3 years of experience supporting senior level staff
- Meeting minutes/summary reports
- Executive level support
- Meeting coordination
- Outreach Activities
- Data analysis
- Calendaring
- Scheduling
Software:
- Concur
- POTS
- SharePoint
- MS Office
- Microsoft Teams
- Skype
- Zoom
- WebEx
Statement of Work Details:
- Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
- Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
- Make recommendations to resolve problems that arise.
- Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
- Provide high-level administrative task support within the Branch.
- Schedules and maintains an accurate tracking system of all activities.
- Schedule and maintain tracking system for all activities.
- Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
- Keep government abreast of all commitments via the maintenance of daily calendar.
- Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
- Update and maintain staff calendars; coordinate all meeting materials and provide to the staff prior to the meetings
- Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
- Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
- Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
- Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
- Plans and completes various special projects.
- Conduct computerized searches of library references, scientific publications and other databases;
- Extract and consolidate pertinent information.
- Plan and complete various special projects.
- Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
- Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
- Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
- Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.
- Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms.
- Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
- Establish and prioritize meetings appointment priorities, or reschedule or refuse appointments or invitations.
- Contact participants and notify them of topics to be discussed.
- Schedule room and audio visual reservations.
- Prepare agendas, handouts and background materials.
- Work with staff on creation and preparation of presentations and slides ; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
- After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes
- Updates databases and spreadsheets and creates reports for management.
- Drafts reports based on data analysis, feedback, and NIH/HHS practices.
- Conducts data queries, literature reviews by identifying sources for information.
- Extract data from various NIH systems and analyze data for accuracy ensuring the data are pertinent to reporting requirements.
- Develop, maintain and update spreadsheets for personnel, budget and travel actions.
- Create summaries and reports based on information gathered.
- Develop and manage databases as needed to track protocol metadata and quality control checks.
- Update and maintain the Program and Employee Services (PES) personnel list and phone directories.
- Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.
- Develop and/or complete forms and prepare for staff’s signatures.
- Maintains inventory and initiates purchase requests.
- Back-up Purchasing Online Tracking System (POTS) Requester. Prepare procurement requests with the proper justifications and supporting documentation through the NIH POTS system
- Maintain office records including office procurements and reimbursement procedures.
- Oversee inventory of office supplies.
- Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.
- Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.
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