Staff Assistant

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.

• 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 support to the Division and Institute. - Ad-Hoc
• Work products and documents related to developing and implementing comprehensive plans and strategies for internal and external integration of day-to-day and long-range projects, actions, and activities in support of administrative functions or scientific research activities.
• Work products and documents related to presenting information and guidance at meetings, briefings, and other activities in support of organizational programs.
• Work products and documents related to plan studies of work problems and procedures, such as organizational change, communications, information flow, integrated production methods, inventory control, or cost analysis. - Daily
• Work products and documents related to evaluating the impact of new program policies and procedures on defining and establishing organizational goals and objectives.
• Work products and documents related to technical and organizational support for planning, analyzing, coordinating, evaluating, and directing the development of priorities, performance metrics, resource allocations, work force management, and/or performance for organizational objectives to support operational requirements.
• Work products and documents related to communicating in-formation for the effective evaluation of program operations and performance, organization and coordination development of guidance memoranda and informational notices. - Daily
• Work products and documents related to plan, coordinate, and implement security measures to safeguard information in computer files against accidental or unauthorized damage, modification, or disclosure.
• Work products and documents related to recommended policies, procedures, and guidelines for implementation of program or administrative policies, delegations, and requirements.
• Work products and documents related to procedural or policy changes to improve administrative or management operations. - Daily
• Maintain Director's calendar, schedule meetings, and act as primary POC for the Division - Daily
• Draft/Compile a variety of memo and other documents for the Division Director's use - Daily
• Act as Travel Planner for Division. To include all steps from submission into pre-approval system, tracking of travel, booking travel, and vouchering travel. - Daily
• Work collaboratively with Administrative Staff in the processing of various actions for the Division. - Daily
• Tracking all administrative items for the division and follow-up with the appropriate staff as needed. - Daily

• Attend meetings and confers with staff and officials from NIMHD, NIH and/or other Federal agencies to provide coordination and consistency for policy and program recommendations and guidelines. - 1
• Plans and develops, maintains, and monitors integrated reporting systems for assigned programs and communicates information to management for the effective evaluation of program operations and performance. - 2
• 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. - 3
• Coordinate meetings, workshops and courses for staff; schedule conference rooms. - 4
• Is the primary Point of Contact between the Division Staff and the Division Director and Administrative Officer. - 5
• Provides support for various procurement and administrative tasks.
• 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.
• Offer technical support to program staff during the development of projects or programs, including the development of goals, performance measures and priorities, and assists in ensuring the Divisions ability to respond to major changes in business models and new technologies that affect the accomplishment of the mission.
• Provides technical support to program staff by collecting, confirming, evaluating, summarizing, and reporting a wide variety of data used to formulate and perform scientific research.
• Communicates information to management for the effective evaluation of pro-gram operations and performance.
• 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 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.
• 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.
• Acts as point of contact with management and administrative, budget and property management staff.
• Collaborate with Division Director, Division Staff, and Administrative Officer on a variety of Actions.
• 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.
• 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.
• 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.
• Provides guidance to staff on Federal guidelines and procedures.
• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning the Division.
• Evaluate the impact of new program policies and procedures and determines measures of effectiveness and participates with decision makers in setting organizational goals and objectives.
• Develop, update, and maintain spreadsheets to analyze information, including personnel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; assist with administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking; upload, organize, and maintain information on SharePoint.
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• 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.
• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
• Prepare promotional materials for meeting exhibits and presentations, special events and other events.
• 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.
• Prepares inventory and purchase requests and assists with property management.
• 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.
• Coordinates with management on special projects.
• 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, write, edit, and prepare for submission reports required to maintain accreditation of the Program,
• Prepare correspondence, reports and other written material.
• Review, research, and announce on NIH policies and procedures.
• Analyze and present selected program data to Branch and Center management staff.
• Develop recommendations and policies and prepares and issues procedures and guidelines for implementation of program or administrative policies, delegations, and requirements and is responsible for the coordination, preparation, and analysis of a wide variety of reports.
• Extrapolate from existing methods and procedures to future requirements in developing timely and executable plans of action for assigned programs and to provide recommendations and advice to the supervisor and/or other specialists, actions may cross multi-functional and/or organizational lines and may require extensive coordination
• Participate in inter- and/or intra-agency meetings and obtains cooperation and agreement on program or administrative issues.
• Organize and coordinates development of guidance memoranda and informational notices with officials and staff from other organizational components within NIMHD or within NIH.
• Plan and carry out a wide variety of tasks to participate in the planning and execution of major liaison activities in support of an organizational program and develops and implements plans designed to enhance relationships with targeted stakeholders.
• Draft programmatic agreements and MOUs and maintain documentation to track progress.
• Work with Program Officials on the planning of meetings, workshops, conferences, and with the drafting of Funding Opportunity Announcements FOA and other reports
• Prepares information for and attends advisory review committee panel meetings and responds to issues and concerns about specific applications proposals pertaining to assigned program area.
• Maintain a professional working knowledge of NIMHD scientific research programs and their policies and practices as they relate to the various NIH research efforts; plan and review the collection and management of administrative and scientific information within the Division.
• 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.
• 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.
• Researchers and proposes new administrative procedures.
• Participate in developmental activities involving studies and analysis of internal division operations, organizations or management to achieve greater economy and efficiency.
• Analyze and evaluates, on a quantitative or qualitative basis, the effectiveness of programs or operations in meeting established goals and objectives and analyzes program performance data to identify issues and make recommendations for improvement.
• Provide organizational support for program planning and analysis activities.
• Provide organizational support for planning, analyzing, coordinating, evaluating, and directing the development of priorities, performance metrics, resource allocations, work force management, and/or performance for organizational objectives to support operational requirements.
• Analyze, develops criteria for, and evaluates policies and procedures affecting organizational program objectives; analyzes and evaluates the capabilities, effectiveness, feasibility, and cost of proposed and alternative programs; and examines the impact of options and recommendations on organizational performance.
• Perform special studies, which include analyzing data, developing formats to report the results of studies, and recommending alternative courses of action.
• Maintain program statistics monitoring.
• Work with staff on the planning for course and lecture organization; coordinate with scientists to meet their needs before, during and after their presentations.
• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the DIBBS, including those of a highly confidential or critical nature.
• Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect DIBBS style and organization policy
• Perform program evaluation in assigned areas, which may include grants review, pro-gram support management; financial management; procurement; quality assurance; management analysis; and/or administrative management.
• Formulate and execute action plans in response to business and management problems or initiatives, directives, regulations, legislation, or any other areas requiring action or response.
• 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.
• 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.
• Set up and format spreadsheets to analyze information.
• 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 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.
• 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.

Certifications & Licenses

• Minimum of ten (10) years of related experience. NIH experience is preferred
• 5 years of NIH experience preferred

Field of Study

• Operations Logistics and E-Commerce
• Business Management and Administration
• General Business
• Hospitality Management
• Human Resources and Personnel Management
• Miscellaneous Business Medical Administration
• Humanities

Software

• SharePoint
• MS Office
• Concur
• WebEx
• ITAS
• PowerPoint
• Excel
• Word
• Zoom
• MS Teams

Skills

• Knowledge of NIH procurement, purchasing and administrative systems
• Project management, website content management
• Meeting minutes/summary reports
• Meeting coordination
• Travel planning
• Data analysis
• Calendaring
• Scheduling