Staff Assistant

Job Family:Administrative Services (Digital)

Travel Required:None

Clearance Required:Ability to Obtain Public Trust

What You Will Do:

We are currently searching for a Staff Assistant. This role 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. This is a full-time opportunity located in Bethesda, MD.

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.

Coordinate meetings, workshops, and courses for staff; schedule conference rooms.

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.

Set up and format spreadsheets to analyze information.

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.

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 provided 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.

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.

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 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.

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.

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.

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.

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.

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 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.

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 workflow 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.

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 projects 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.

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.

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.

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 Protection OHSRP 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 and online data repository set-up and maintenance.

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.

Maintain office daily calendar, making appointments; make arrangements for 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.

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.

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.

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.

#SOAR

What You Will Need:

Bachelor’s degree

A minimum of Eight (8) years of experience in an administrative support role.