Position Objective: Provide services as a Staff 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). Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute on Minority Health and Health Disparities. The primary objective is to provide services and deliverables through performance of support services.
Duties and Responsibilities:
- Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms. 1
- Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
- Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
- Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
- Coordinate meetings, workshops and courses for staff; schedule conference rooms. 2
- Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
- Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
- Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
- Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
- Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.
- Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
- Work with staff on proofreading, recommending, interpreting, and/or implementing internal Division policies and procedures
- Work with staff on proofreading, recommending, interpreting, and/or implementing internal Division policies and procedures.
- Update and develop content for web sites and/or SharePoint Site for Division intranet, and other formats of communication, and monitor for currency and accuracy of information.
- Prepare, review, and route various actions for submission to the Division Director and Administrative Officer.
- Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for travel, official duty memoranda, training requests, etc
- Coordinate the printing and conversion of paper documents to electronic files
- Prepares PowerPoint Presentations to include but not limited to: development of draft presentations, incorporating feedback into presentations, updating existing presentations, reviewing presentations for accuracy
- Compiles and Reviews various types of memos, documents, and packages
- Develop, maintain, and utilize various administrative databases
- Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for division programs, policies, and activities
- Maintain branch file systems for correspondence and projects
- Confirm that scientific engagements are managed and indicated on leaderships calendar and that all established meetings are arranged
- Arrange for staff members to represent organization at conferences and meetings, establish appointment priorities, or reschedule
- Provide logistic support for IC council.
- Make travel arrangements for IC Council members attending the sessions in person.
- Develop, maintain and utilize various administrative databases.
- Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.
- Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
- Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.
- Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations.
- Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Collaborate with Division Director, Division Staff, and Administrative Officer on a variety of Actions. Is the primary Point of Contact between the Division Staff and the Division Director and Administrative Officer. 3
- Coordinate, track and act as liaison for the Division on a variety of items.
- Proactively researches policy (HHS, NIH, NIMHD, and Division) to answer Division staff questions. Works collaboratively with Administrative Officer to ensure any guidance provided aligns with NIMHD practices.
- Coordinate, track and act as liaison between the Division and the Administrative Officer on human resource activities, issues and functions.
- Coordinate, track and act as liaison for the division administrative actions/packages
- Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization. 5
- Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
- Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
- Provide information to program staff on policies and procedures for government travelers and invited guests.
- 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.
- Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items.
- Review all personnel packages and advise program personnel on HR regulations and policies.
- Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.
- Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.
- Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning the Division.
- Set up and format spreadsheets to analyze information.
- Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files.
- Assemble and summarize data, background information and other materials from source materials or automated systems.
- Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
- Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas.
- Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions and separations.
- Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.
- Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
- Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.
- Maintain office records including office procurements and reimbursement procedures.
- Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
- Enter requests for office supplies using POTS.
- Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
- Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
- Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.
- Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.
- Assist the division with federal record management.
- Coordinate staff responses to data calls from the Office of the Director.
- Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
- Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
- Prepare materials for incorporation into work flow and operational analyses, cost studies and/or equipment utilization.
- Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.
- Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.
- Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals.
- Coordinate all administrative aspects of special projects.
- Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
- Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
- Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
- Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
- Conduct project close out reviews to reflect current processes and identify areas for improvement.
- During Division meetings. Examples include but are not limited to: running of staff Slides, monitoring chat, format and submit summaries for yearly grant review including financials
- Gather and analyze information about processes and programs.
- Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.
- Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement.
- Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
- Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.
- Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
- Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions.
- Participate in developmental activities involving studies and analysis of internal division operations, organizations or management to achieve greater economy and efficiency.
- Set up and format spreadsheets to analyze information. 4
- Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for travel, outside activities, official duty memoranda, training requests, individual mass mailings, correspondence, reports and various forms.
- Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities
- Coordinate the printing and conversion of paper documents to electronic files.
- Prepare PowerPoint Presentations
- Compiles and reviews various types of memes, documents, and packages.
- Develop, maintain and utilize various administrative databases.
- Compile data and create and maintain PowerPoint presentations.
- Format and submit summaries for yearly grant reviews including financials.
- Track, record and route protocols for scientific review.
- Assist with tracking of compliance with NIH Office of Human Subjects ProtectionOHSRP and Data Use Agreement policies.
- Assist with monitoring of biosafety compliance.
- Track and ensure compliance with PMC manuscript submission website.
- Implement and maintain eRA Commons institutional account.
- Coordinate with IT for maintenance of online manuscript clearance portal.
- Coordinate with IT for online data repository set-up and maintenance.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Maintain branch file systems for correspondence and projects.
- Confirm that scientific engagements are managed and indicated on leaderships calendar and that all established meetings are arranged.
- Note commitments made by executive level during meetings and arrange for staff implementation and perform timely follow-up.
- Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.
- Draft outgoing correspondence for executive levels approval and with attention to conflict with policies or executive levels viewpoints; make recommendations to resolve problems that arise.
- In the executive levels absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues.
- Summarize synthesize the content of incoming materials, information or meetings; coordinate the new information with background office sources; draw attention to important parts or conflicts.
- Develop routine plans or schedules using standard references and existing information; determine specific steps based on defined objectives, input required.
- Identify schedule time required; estimate resources required.
- Identify discrete steps of routine business practices that might be opportunities for applying standard quality improvement techniques; develop Standard Operating Procedures accordingly.
- Implement the records management system for the Division office to ensure proper filing accountability, storage and retrieval of files.
- Compile emergency preparedness contact information and update annually Have information available in the event of an emergency or drill.
- Be familiar with ethics considerations for executive, investigator and trainees.
- Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff.
- Maintain office daily calendar, making appointments; make arrangements for such meetings by reserving meeting space, scheduling the specific time, and contacting all personnel expected to attend; extending electronic invitations, arrange for transportation and lodging for meeting participants; transmit agenda and all necessary background material to participants on the topics to be discussed.
- Coordinate and plan leaderships office meeting and conference attendance; make all necessary travel arrangements; maintain continuous communication with staff while on travel to triage and resolve any problems; process travel vouchers
- Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communications, etc
- Gather material for use in reports, presentations and speeches of leadership; maintain a file of visual aids for use in presentations; make all arrangements for the presentations
- Receive all incoming unclassified mail to the Directors Office; maintain a log of all official mail; prepare responses to a wide variety of correspondence
- Determine if correspondence should be brought to the attention of the Director, referred to appropriate personnel, or handled independently
- Review all outgoing correspondence for neatness, accuracy, adherence to established format, and adherence to leaderships policies; draft correspondence, such as routine official correspondence, social and personal acknowledgements, congratulatory letters, acceptances letters, and routine office reports
- Note and follow up on commitments made at the meetings and conferences
- Coordinate meetings, deadlines, presentations and domestic and foreign travel arrangements, coordinate flights, accommodations and other itinerary specific
- Coordinate various office reports, create spreadsheets and charts, maintain databases and handling of sensitive and confidential documents; ensure the proper filing accountability, storage and retrieval of files
- Research information requested and provide additional material as required, maintain status of projects, and follow upon actions through contact with office staff
- Prepare and format information for internal and external distribution, including writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, qualitative data coding, editing, proofreading and other information preparation duties.
- Work products and documents related to setting up and formatting spreadsheets/databases to analyze information; coordinate the preparation of a variety of reports; gather and analyze information; develop, maintain and utilize various databases. - Ad-Hoc
- Work products and documents related to compiling data; create and maintain PowerPoint presentations; format and submit summaries for yearly grant reports; track, record and direct protocols to reviewers; note commitments made during meetings and arrange for staff implementation; read correspondence for approval. - Ad-Hoc
- Work products and documents related to maintaining the office daily calendar, making appointments and arrange conferences and meetings; reserve meeting space, contact all personnel expected to attend; arrange for transportation and lodging for meeting participants; transmit agenda and all necessary background material to participants. - Ad-Hoc
- Work products and documents related to coordinating staff presentations and event attendance;; address a variety of office needs, including word processing, information management, report preparation, publications, information gathering, communication. - Ad-Hoc
- Work products and documents related to reports, presentations and speeches; maintain a file of visual aids for use in presentations; make all arrangements for the presentations; prepare reports, create spreadsheets and charts, maintain databases. - Ad-Hoc
- Work products and documents related to researching information and additional material; maintain status of projects; summarize and format information for distribution, including writing letters and memos, compiling data for reports, creating computerized presentations, and writing reports. - Ad-Hoc
- Provide customer service support to the Office and Institute. - Ad-Hoc
- Facilitate and coordinate the IC Council which occurs 3 times a year. - Examples of some of the actions to support actions may involve arranging travel for council members, taking attendance, entering attendance into ITAS, coordinating/communicating with council members to ensure vouchering, facilitating the establishment of a room block, booking meeting space, running meeting slides, and other logistic support actions in support of the IC Council meeting. - Ad-Hoc
- Track, follow-up, and provide status on actions in support of the Office and Institute. – Daily
- Submissions and tracking of POTS orders for Office. - Ad-Hoc
- Act as Travel Planner for Office/Division to include booking travel, (if travel booked outside of the CGE system (such as through OMEGA) ensuring travel authorization is submitted, checking on travelers in travel status, upon travelers return working with traveler to get travel vouchered within 5 business days, and working collaboratively with Administrative Officer(s) through the entire process. - Ad-Hoc
Basic Qualifications:
- Bachelor’s degree in Business Management and Administration, Operations Logistics and E-Commerce, General Business, Hospitality Management, Human Resources and Personnel Management, Medical Administration, Humanities, or a related discipline.
- Minimum of ten (10) years of related experience.
- Experienced with expense reconciliation, project management/planning, timekeeping, scheduling, fellowship program management, website content management, calendaring, and meeting minutes/summary reports.
- Experienced with social media, data analysis, travel planning, outreach activities, and meeting coordination.
- Knowledge of NIH procurement, purchasing, and administrative systems.
- Knowledge of the Federal Travel Regulations.
- Skilled in SharePoint, MS Office, Concur, WebEx, ITAS, PowerPoint, and Procurement Online Track Systems (POTS).
Minimum Qualifications:
- Five (5) years of NIH experience preferred.
- 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.
