Position Objective: The Staff Assistant will support the Office of Education (OE) for the Division of Intramural Research (DIR) National Heart, Lung, and Blood Institute (NHLBI)/National Institutes of Health (NIH) in Bethesda, MD. The Office of Education is dedicated to promoting the success of all NHLBI scientists, both as trainees and mentors of trainees. Specialized programs provide research training for high school students, college students, graduate and medical students, postdoctoral fellows, and clinical fellows. OE provides mechanisms for trainees to learn the skills required for success in their chosen field.
Duties and Responsibilities:
- Attend various meetings, take notes, and follow through on action items.
- Schedule and coordinate staff and team meetings; prepare agendas and issue briefs; and assist on special projects; maintain accurate log of action items and deliverables.
- Manage fellow’s database for all NHLBI fellows.
- Oversee listserv management; identify protocols and procedures for e-mail listservs.
- Support training programs as necessary; coordinate on-boarding process, including orientation invites, and follow up resources, scheduling and attending events and tracking attendance, and setting up hybrid meetings.
- Monitor and track application portal (open to close) for multiple training programs.
- Support in modernizing the OE to keep current with advances in technology and business solutions; identify ways to streamline processes.
- Assist the office Director in managing program operations, calendars, agendas, and scheduling.
- Create, develop, and maintain database/files of office operating procedures and protocols.
- Compose and edit standard program correspondence and surveys (emails, memos, letters).
- Manage and coordinate logistics, marketing, event announcement, and recruitment; ensure details and timelines are communicated; deadlines are met; provide closeout reports.
- Provide support related to outreach activities and programs; schedule appointments; arrange speakers and meeting details; send out invitations.
- Establish and/or maintain appropriate files.
- Submit procurement requests through POTs; provide all required documents and justification for requests; submit receiving.
- Coordinate registration, travel, and attendance for domestic conferences and outside speakers.
- Maintain current knowledge of NIH privacy policies and data security; remain current on all NIH policies, procedures, and regulations.
- Assist in design and editing of website; ensure accurate, up-to-date information is displayed; coordinate with appropriate NIH IT teams as necessary.
- Oversee the development of program brochures, flyers, booklets, and binders.
- Adapt quickly and provide support to team members; take initiative in identifying solutions to keep projects moving forward.
- Other duties on behalf of the DIR, as assigned.
Basic Qualifications:
- Bachelor’s degree and at least three years of professional experience.
Minimum Qualifications:
- Strong oral and written communication skills including knowledge of correct grammar, spelling, punctuation, capitalization, and style.
- Strong organizational and time-management skills and the ability to prioritize complex tasks.
- Strong critical thinking and creative problem-solving skills.
- Excellent attention to detail, including providing feedback on work products, following through on multi-step processes, taking accurate notes and tracking follow-up action items.
- Ability to manage and simultaneously coordinate high-priority short- and long-term projects.
- Ability to fully support branch operations in a hybrid work environment.
- Proficient in Microsoft Office applications.
*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.
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