AddressPosition Objective: Provide services as a Program Support Assistant in support of the overall functions of the Office of the Director (OD) within the National Institutes of Health (NIH). The purpose of the position 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.
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.
Process pre-travel, travel requests, authorizations and vouchers in the DPCPSI Dashboard and CGE, as requested. 2
Ensure that room, WebEx and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line is set up correctly and all materials are available for the meeting; make name badges, sign-in sheets and other ways to account for attendance; take meeting notes and document major meeting findings or actions; provide meeting minutes within one week after the meeting occurs.
Provides documents and other materials to the COR or Communications Director to ensure timely promotion and clearance of events; track delivery and clearance of materials.
Coordinates with and acts as back up to other Program Support Assistants.
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.
Coordinate the day-to-day office operations, including, but not limited to problem and conflict resolution, organization and prioritizations of tasks; respond to written communications.
Coordinate access to the conference room and scheduling.
Provide parking stickers for visitors as needed; track parking sticker use and reorder with-in the parameters decided by the IC as needed.
Serves as Liaison to ORWH or other NIH staff on various projects.
Identifies to leadership issues, concerns and potential risks that may impact project progress, i.e., missed or delayed deadlines.
Submit Help Desk tickets as needed to remediate IT or phone or other communications issues.
Provide information to program staff on policies and procedures for government travelers and invited guests.
Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members. 1
Maintain the office shared drive and common office calendars. Maintain files according to the ORWH internal policies and principles.
Create spreadsheets, word documents, slides and other documents for the office.
Update and maintain the emergency contact information and staff listing; ensure that office phone trees are up-to- date and accurate and make updates to reflect arrival/departure of staff.
Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
Enter requests for office supplies using POTS. 4
Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
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 equipment maintenance; ensure that all commonly used machines (i.e., printers, scanners) are in working order and supplied with paper and toner.
Ensure that all shared office space and equipment (i.e., copier, conference room, supply room, etc.) are in working order to meet daily business needs.
Ensure that staff attends meetings; coordinate all meeting materials and provide to the staff prior to the meeting. 3
Ensure successful execution of projects and provide updates on project progress to Leadership; ensure that projects stay on task and reaches its goals and objectives.
Develops detailed project plan(s) and apply project management principles to implement projects. Serves as Liaison to ORWH or other NIH staff on various projects.
Draft lessons learned reports, as requested, to document successful experience and practice of the project. Ensure that office policies and procedures are updated and posted on the intranet. 5
Work products and documents related to updating and maintaining staff calendars; coordinating meetings, meeting materials and parking stickers; scheduling conference rooms and audiovisual equipment. - Ad-Hoc
Work products and documents related to reviewing and tracking property; placing procurement orders; coordinating property activities; submitting Help Desk tickets. - Ad-Hoc
Work products and documents related to travel, preparing documents, including office correspondence, Standard Operating Procedures (SOPs), purchase requests and justifications; office supplies and equipment inventory. - Ad-Hoc
Work products and documents related to the analysis of projects and associated work assignments; project plans and milestones; project deliverables and requirements; weekly accomplishments reports; lessons learned reports. - Ad- Hoc
Basic Qualifications:
Bachelor's degree in general business or a related field.
Certified Administrative Professional.
Skilled in SharePoint, MS Office, Concur, and WebEx.
Knowledge of social media, Federal Travel Regulation, meeting minutes/summary reports, executive level support, meeting coordination, travel planning, and calendaring.
Minimum Qualifications:
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.
Requisition ID: 6568
