Position Objective: Provide services as an Executive Assistant in support of the overall functions of the National Institute on Minority Health and Health Disparities (NIMHD) within the National Institutes of Health (NIH). This is a high level hybrid position which will directly support the Executive Officer (EO) and Deputy Executive Officer (DEO) of the Institute. This individual will perform a variety of duties consistent with a Management Analyst, Event Planner, Executive Assistant, Change Management Advocate, and workforce outreach. This individual will be interacting with a wide variety of Senior Leaders across NIH and will assist the EO and DEO in a wide variety of items in support of the IC and will need to frequently come on site in support of these various efforts.
Duties and Responsibilities:
- Analyze information requirements to develop reporting systems including the systems specifications, data gathering and analytical techniques, and systems evaluation methodology.
- Prepare business process reviews, studies and reports on efficiency.
- Facilitate business process improvement activities, to include documenting as-is processes, gathering to-be requirements and validating capture with staff. 5
- Assist researching and preparing program and operational strategies and implementation plans.
- Conduct in-depth analysis of all facets of operations, document areas for improvement, research improvement methodologies and recommend course of action.
- Analyze and evaluate proposed changes in operating procedures and draft standard operating procedure and
- Conduct studies and assessment and report findings with recommendations
- Develop procedures and systems for establishing, operating, and assessing the effectiveness of administrative controls and systems.
- Document findings of studies and prepare recommendations for implementation of new systems, procedures and organizational changes.
- Analyze data gathered and develop solutions or alternative methods of proceeding.
- Review policy, regulatory and legal requirements for operation and document gaps and propose corrective actions.
- Conduct assessments of standard operating procedures (SOP) and prepares recommendations for improvement.
- Evaluate operations against standard operating procedures (SOP) and document gaps or inconsistencies in performance.
- Observe operations and documents standard practices and develops new standard operating procedures (SOP) and instructions. 4
- Develop and maintain SOPs for planning meetings, events and campaigns and submit changes for approval and update as necessary.
- Create SOPS for use in individual position as needed.
- Develop methodologies to implement effective change management related to updates or changes to SOPs.
- Asses prior year event plans, budgets, and results to identify trends and report results to management
- Evaluate feedback form meetings, conferences and events and recommend changes and improvements to future events
- Research new trends and industry best practices in event management and recommend changes or improvements to SOPs, event schedules, etc.
- Assist with Change Management within the IC.
- Review administrative audit and investigative reports to determine appropriate changes.
- Review staffing data for gaps in knowledge, skills and abilities necessary to conduct operations.
- Review operational and program plans to identify necessary resources and propose actions to address gaps.
- Prepare detailed reports based on research and findings and present at meetings and briefings.
- Assist with the resolution of Undelivered Orders (UDOs)
- Make travel arrangements including preparing itineraries, making transportation and hotel reservations
- Pepare travel orders and expense vouchers using the NBS Travel Management System and maintain electronic files on all travel
- Prepare invitational travel authorizations and other travel and maintain a file on travel authorizations and vouchers
- Coordinate travel arrangements for sponsored participants
- Assist with the preparation submission, and tracking of foreign participating visa applications
- monitor NIMHDJOBs inbox and triages emails in accordance with internal practices.
- Research and review institutional policies applicable to operations.
- Review business, operations and program plans for consistency and compliance with institutional and governmental policies.
- Draft policy statements and present to upper management as requested.
- Draft policy documentation for review by upper management.
- Attend routine staff and business meetings for awareness and to take notes for distribution. 2
- Assist staff prepare briefing and presentation materials for presentation at meetings.
- Capture meeting minutes and prepare final documentation for distribution to participants.
- Draft reports for review and discussion at working groups and meetings.
- Present information and status updates on projects and studies ongoing within the organization.
- Maintains executive(s) calendar and acts as the primary POC for executive(s). 1
- Assist staff on setting up for events and completing administrative reviews
- Coordinate meeting planning and campaign development along with related internal communication elements with requestors and ensure completeness and accuracy of materials before distribution to participants
- Plan and coordinate logistics (location, facility, participant lodging, equipment requirements, etc) for major and large scale meetings, conferences teleconferences, and workshops and other similar events in accordance with provided requirements, budgets, and schedules
- Plan and coordinate all aspects of participation to include preparing and delivering forms, applications and presentations, and reserve lodging and transfer
- Conduct site visits and inspections, review cost assessments, and provide summaries and reports to requesters for final decision making and funding
- Track all meeting costs from start to completion in event database, reconcile with budgets, and provide standardized reporting to requesters, financial and contracting personnel and management
- Prepare authorizations for professional services performed by non-government travelers and for payment after services have been rendered and submit for payment and approval by government official
- Ensure Purchased requests related to event are detailed, routed, and authorized according to current policies and procedures and produced according to required timeframes.
- Prepare detailed and summary report and logs of all tasks following meetings to government official.
- track event compliance requirements, throughout the planning, execution, and after action for each event
- Schedule meeting planning and coordination, site inspection, budget reviews, etc. activities and maintain calendars for appointments and schedules
- Serve as a point of contact for customers, vendors, and partners concerning meeting specifications, requirements, preferences, registration, confirmations, cancellations, schedules, and cost summaries
- Prepare project plans for each meeting, conference or event, including schedules, communication and promotion requirements, participants, supporting resources, and all assocaite4d tasks
- Assist with writing, design and printing, packets, and other meeting presentations
- Format text, check for errors, verify 508 compliance
- assist Executive with facilitating meetings. This may involve taking attendance, monitoring chat, running presentation slides, etc.
- compile handouts and disseminate promotional materials (e.g., flyers, emails, posters), invitations, tent cards, and name badges
- Coordinate RSVPs and the staff welcome booth or table
- Attend all planned events to provide trouble shooting and routing support, to include coordinating spot maintenance and technical support
- Collaborate with staff on meetings to include registration information, agendas, handouts, room assignments, and audio-visual needs
- Manage name tags, signage, graphics, and proceedings production coordination
- Conduct formal evaluations for operations and performance and prepares reports and dashboards.
- Assess organization and design performance measurement and evaluation tools and tactics to document and track performance over time.
- Measure operational and program performance against government performance requirements and develop reports and present findings to upper management.
- Documents performance shortfalls and recommends corrective actions.
- Assists operational and program staff identify, capture and evaluate unique performance criteria.
- Using available software and applications, such as SPSS, R, etc. conduct statistical analysis of financial, performance and workforce data.
- With assistance from data analysts, write queries and packages to conduct deep analysis of business data and prepare advanced reports and technical findings documentation.
- Use variety of database and data repository software and applications available to search, retrieve and export business and performance data.
- Conduct in-depth comparative analysis of organization against federal agencies and similar industry organizations to baseline performance and efficiency.
- Use variety of artificial intelligence tools and assists to design and perform machine learning and deep analytic functions.
- Write narrative justifications for annual budget requests based on financial manager inputs and requirements.
- Research and recommend actions and inclusions to ensure compliance with annual budget request regulations and laws.
- Assist program managers prepare annual budgets based on historical and estimated future spending.
- Perform job task analysis documenting inventory of billets, knowledge, skills and abilities or the workforce and analyzing gaps.
- Draft recruitment announcements for distribution or publication
- Coordinate with other senior management analysts to review and standardize practices and procedures to ensure consistency of quality and outcomes.
- Develop and conduct routine workshops for operational and program staff on management best practices and tactics.
- Monitor trends and research by management associations and academic institutions and develop job aids, instruction and other materials to support all of OAM
- Develop and deliver formal training
- Mentor and coach staff, advising on overall performance and specific activities. 3
- maintain Executive(s) Calendar – Daily
- Answer Institute Phones – Daily
- Will work on site when Executive(s) are on site to provide support. - Ad-Hoc
- Update Various Distribution Lists for the Executive as needed. - Ad-Hoc
- Perform various customer service duties in support of the Institute. – Daily
- Generate, update, maintain, and tracking of various documents for the Executive. Examples include but are not limited to: PowerPoint Presentations, version control on documents, filing, advanced excel use, Word Documents, Flyers, meeting minutes/summaries, etc. – Daily
- Create and maintain tracking of items for the Executive and the IC as needed – Daily
- Coordinate meetings or events for the IC. Examples of some of the scheduling include but are not limited to: IC Orientation, IC presentations, Retirement celebrations, - Ad-Hoc
- Attending meetings as needed with the Executive and as needed will run the presentation slides, documents, or other items for the meeting for the Executive. - Ad-Hoc
- Validate Parking for IC, answer phones, greet guests – Daily
- develops and maintains Excel documents utilizing advanced excel knowledge and skills for the Executive which include analytics - Ad-Hoc
- Reviews various items for consistency, accuracy, clarity, grammar, etc. for the Executive - Ad-Hoc
- Generates draft documents for the Executive to review and incorporates feedback from into into the documents. Some examples include (but not limited to): memos, PowerPoint Presentation, various forms of communications - Ad-Hoc
- Maintain the Office of Administrative Management SharePoint intranet site and other SharePoint sites as needed. – Daily
- The Institute is fast paced and the individual will need to be able to handle multiple priorities at the same time, change direction/priorities quickly, and alert the executive to items which require their immediate attention. – Daily
- Facilitate Change Management for the IC – Daily
- Facilitate events for the IC which may include scheduling travel, greeting guests, organizing events (from start to finish), facilitating WorkLife Committee meetings, etc. - Ad-Hoc
- Facilitate recruitment activities for the IC. This may include monitoring inbox, drafting recruitment announcements for NIH List servs, drafting recruitment announcements for publication - Ad-Hoc
- Ensuring draft documents are 508 compliant for executive - Daily
Basic Qualifications:
- Master’s degree in Administration, Business Management and Administration, General Business, Hospitality Management, Human Resources and Personnel Management, Medical Administration, Finance, International Business, Marketing and Marketing Research, or a related discipline.
- Certified Administrative Professional.
- Certification in Lean Six Sigma.
- Experienced with meeting minutes/summary reports, calendaring, scheduling, event planning, project management, website content management, parking validation, updating/maintaining distribution lists for institute, preparing items for Executive review, tracking various items for the Executive, managing an Executive Calendar,
- Experienced with contacting various individuals to coordinate/schedule meetings for the institute and/or Executive(s), providing on-site support to the Executive and act as a receptionist, answering IC phones, providing Executive level support, following up on action items for Executive(s), attending meetings, as needed, with executive to provide support, maintaining phone tree and voicemail system, and participating in committees.
- Experienced with social media, data analysis, travel planning, outreach activities, and meeting coordination.
- Experienced with MS PowerPoint Presentation (Creation, Updating, Running, etc.) in support of the Executive.
- Experience in customer service, hospitality, event coordination/management, and as a meeting coordinator and/or meeting facilitator.
- Knowledge of the Federal Travel Regulations.
- Skilled in SharePoint, MS Office, MS Excel, Concur, WebEx, ITAS, MS PowerPoint, MS Teams, Concur Government Edition (CGE) Travel System, Integrated Time and Attendance System (ITAS), and various communication platforms (Zoom, Skype, Teams, etc.).
Minimum Qualifications:
- NIH experience preferred.
- Experience with Change Management preferred.
- Advanced organizational and filing skills.
- Ability to learn, keep up with, and research various policies and procedures.
- New skills may be required to be learned. The individual will need to evaluate the environment and self-identify these skills and be willing to reach out to others for knowledge of this skill and/or do independent research/learning of the skill.
- Ability to multi-task and pay close attention to detail.
- Excellent analytical, organizational and time management skills.
- Strong communication skills, both oral and written.
*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.
GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.
This position is contingent upon contract award.
