Senior Executive Program Support

To provide executive level support services and deliverables to the Director of the FIC and in support of the overall operational objectives of the FIC. Requires senior executive level experience and knowledge in the operation of office equipment to scan, file and/or store both electronic and paper documents for future reference. Contractor should be vast experience in providing support to senior level executives and have excellent interpersonal skills. It is preferred for the candidate to have experience with planning travel at the NIH, be knowledgeable of the NIH travel systems and policies and the Federal Travel Regulations (FTR). To provide senior level writing support for email, memos, and presentations.

• Work products and documents related to providing oversight and management on program activities; provide reporting materials and data; provide guidance and support on staff for program activities. - Daily
• Work products and documents related to ongoing communication strategies and cooperation; collaborate with staff to assess unmet needs, conflicts or barriers in order to identify strategies for optimizing performance and maintaining the integrity of the work. - Daily
• Create travel authorizations, travel vouchers, and expense reconciliation. Maintain efficient electronic travel files for each trip in accordance with the Records Management Disposition Schedule. - Daily
• Provides basic information about the office in response to requests via phone or email and direct inquiries to the appropriate staff. - Daily

• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items. - 1
• Oversee inventory of office supplies. - 2

• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
• Make recommendations to resolve problems that arise.
• Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
• Provide high-level administrative task support within the Branch.
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
• Schedules and maintains an accurate tracking system of all activities.
• Schedule and maintain tracking system for all activities.
• Maintains calendar and appointment schedule for Division Director and Division wide meetings.
• Maintains a series of email listservs to communicate with extramural communities around world.
• Schedules meetings as requested and arranges for meeting space and equipment.
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
• Review and summarize the content of incoming materials, specially gathered information, or meetings.
• Coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Research and propose new administrative procedures.
• Stay abreast of and implements current regulations, policies and procedures, update staff on relevant information.
• Recommend short- and long-term plans for the office, set priorities, and implement work requirements. Plans and completes various special projects.
• Conduct computerized searches of library references, scientific publications and other databases.
• Extract and consolidate pertinent information.
• Organize scientific articles and materials.
• Plan and complete various special projects.
• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff.
• 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 complex, specialized support tasks on an ongoing and ad hoc basis.
• Conducts project analysis and reports to upper management.
• Develops and edits official program management reports, official correspondence and audit reports.
• Provide scientific and technical writing expertise to assist researchers and staff prepare documentation. 
• Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.
• Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms.
• Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
• Establish and prioritize meetings appointment priorities or reschedule or refuse appointments or invitations.
• Contact participants and notify them of topics to be discussed.
• Schedule room and audio-visual reservations.
• Prepare agendas, handouts and background materials.
• Work with staff on creation and preparation of presentations and slides; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
• After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes.
• Provide executive level travel planning services by preparing and processing travel authorizations and vouchers for local, domestic, sponsored, and foreign trips. This includes itinerary planning, schedule coordination, preparation and follow through on all required documentation; arrange for issuance of official passports and visas; retrieve documents as necessary. Use executive level expertise to investigate travel options and plan for airfare, lodging, and ground transportation. Prepare brief executive summaries to justify travel requests that require higher level approval.
• Updates databases and spreadsheets and creates reports for management.
• Develop budget proposals, monitor expenditures.
• Create summaries and reports based on information gathered.
• Update and maintain the Program and Employee Services (PES) personnel list and phone directories.
• Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.
• Develop and/or complete forms and prepare for staff’s signatures. Maintains inventory and initiates purchase requests.

Certifications & Licenses

• Project Management Professional (PMP)
• Certified Administrative Professional

Field of Study

• International Business
• Community and Public Health
• Business Management and Administration

Software

• Concur
• SharePoint
• MS Office

Skills

• Expense reconciliation, project management/planning, timekeeping, fellowship program management
• Social media, knowledge of the Federal Travel Regulation
• Meeting minutes/summary reports
• Executive level support
• Meeting coordination
• Travel planning
• Data analysis
• Calendaring
• Scheduling
• Budget