Executive Assistant - NIH NIMHD ASB - TORP 3045

Description

LAREDO TECHNICAL SERVICES, INC. (LTSi) is a government contracting company in San Antonio, Texas. LTSi is currently submitting a proposal on a contract with the National Institutes of Health, for 1 (one) individual that would be interested in a position as an Executive Assistant (SCA Labor Category 01020), at the location listed below, should LTSi be awarded the contract.

You would be a W-2 employee for LTSi and NOT a government employee.

You MUST submit your resume and complete the LTSi application at www.laredotechnical.com/jobseekers.

The contract is scheduled to run for 5 (five)-years.

Position Description

Title: Executive Assistant (SCA Category 01020 Admin Asst.) (TORP 3045)

Location: Work will be performed at the location listed below:

National Institutes of Health

National Institute on Minority Health and Health Disparities (NIMHD)

Administrative Services Branch (ASB)

6707 Democracy II Suite 800

Bethesda, MD 20892

Job Summary: Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the NIMHD. The primary objective is to provide services and deliverables through performance of support services.

Period of Performance:

The contract is currently scheduled to run for 5 (five) years unless the contract is cancelled or extended by the government. (One base year [12 months] and 4 option years [12 months each])

Work hours will be within the hours of 0800 to 1700 (8:00 AM to 5:00 PM), Monday-Friday. (Contractor can set tour to 1 hour either way but tour but cannot set the regularly schedule tour hours during premium. example: NIH tours before 6 AM or after 6 PM are considered premium pay times).

This is a hybrid position (both telework and on-site). Many of the duties can be done via telework, however there are instances which require on-site support is required. Examples include, but are not limited to: onboarding/offboarding staff, renovations, staff relocations, etc.

You will receive 11 (eleven) paid federal holidays. If the holiday falls on a Saturday, the preceding Friday is the holiday. If the holiday falls on a Sunday, the following Monday is the holiday.

New Year's Day (January 1)

Martin Luther King, Jr.'s, Birthday (Third Monday in January)

Presidents' Day (Third Monday in February)

Memorial Day (Last Monday in May)

Juneteenth (June 19th)

Independence Day (July 4)

Labor Day (First Monday in September)

Columbus Day (Second Monday in October)

Veterans Day (November 11)

Thanksgiving Day (Fourth Thursday in November)

Christmas Day (December 25)

Required Qualifications:

You will be required to complete an SF-85 application for a National Agency Check with Inquiries (NACI) for Non-Sensitive position. You must receive a favorable suitability determination to be able to work in this position.

A college degree and four (4) years of related work experience OR a high school diploma or GED and eight (8) years of related work experience.

Work experience and skill in performing administrative duties for executive management.

Possess advanced computer usage skills and internet research skills.

Work experience handling confidential and time-sensitive materials.

Skill in preparing both routine and complex correspondence.

Ability to work effectively with all levels of management and senior level staff.

Prior experience in a scientific research environment for a large Federal agency is preferred.

Work experience demonstrating advanced skills in oral and written communications.

Work experience coordinating and organizing high level meetings and gatherings.

Work experience demonstrating the ability to pay attention to details and precisely follow task instructions.

Work experience demonstrating the ability to work proficiently in a very busy and high-pressure office environment.

Knowledge of federal and agency regulations and policies governing local, domestic, sponsored, and foreign travel and skill in preparing travel requests and other travel-related documents.

Work experience demonstrating the ability to follow through and ensure completion of work assignments.

Experience working in an executive assistant position and providing administrative support to senior management.

Skill in reviewing, interpreting, and recommending changes for improvement of operating procedures.

Work experience demonstrating the ability to run various reports, manipulate data, and arrange data in charts, pivot tables, or other features for visual presentation.

Work experience demonstrating proficiency in using Windows operating system and Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.

Skill in creating and utilizing automated tracking and organization tools.

Proficient skill in scheduling meetings and appointments and maintaining multiple electronic calendars.

Advanced data entry skills.

Advanced interpersonal communication skills.

A comprehensive understanding of NIH, its organization and culture is desired.

Primary Responsibilities:

• Various actions in support of Administrative Officer (examples include but are not limited to: NED Entries, Acquisitions, Procurement, Timekeeping, etc.).
• Oversee a Program. These programs vary and depending on the candidate’s knowledge and skill one will be assigned accordingly.

• Example of a Program (But not limited to): ITAS Coordinator to including being the Volunteer Leave Transfer Program (VLTP) Point of Contact (POC) and Leave Bank (LB) POC

1. resolve outstanding ITAS discrepancies, audits of VLTP and/or LB cases,
2. training of NIMHD administrative staff on the discrepancy resolution
3. Provide training to administrative staff on the ITAS/Discrepancies
4. Provide training to IC (to include new incoming staff) regarding use of ITAS

• Analyzing/Reviewing program data to ensure accuracy (example including facility access (Kastle data/FOBS, parking strips, NED Discrepancies, etc.).

Develop training material which can be utilized by existing and new staff.

Provide Administrative Professional Support to ASB staff.

Travel preparer.

Provides support for various procurement and administrative tasks.

Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel, official duty activity memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms.

Assist in the development of SOPs, maintain SOPs, update 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.

Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.

Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.

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

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 requested information and provide guidance on; 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.

Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.

Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

Acts as point of contact with management and administrative, budget and property management staff.

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.

Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment.

Organize, coordinate, and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.

Collaborate with HR, supervisors, and staff on workforce development, payroll and performance issues and employee actions.

Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations.

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, track, and act as liaison for human resource activities, issues and functions.

Provides guidance to staff on Federal guidelines and procedures.

Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the Organization.

Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.

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.

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.

Develop, maintain, and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.

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.

Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.

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.

Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities.

Manage office records and spreadsheets including office procurements, reimbursements, and property.

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.

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.

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.

Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.

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.

Other

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.

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.

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 absence of ASB staff 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.

Have information available in the event of an emergency or drill.

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 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 and distribute within the Institute.

Determine if correspondence should be brought to the attention of leadership, referred to appropriate personnel, or handled independently.

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 requirements.

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 requested information and provided 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.

Software:

MS Office

NIH Enterprise Directory (NED)

Concur

Adobe Acrobat

ITAS

Building Access Systems (Kastle & Datawatch)

SharePoint

WebEX

MS Teams

ZOOM

Take meeting minutes.

Review internal and project-related documents for accuracy and formatting.

Develop PowerPoint presentations and Excel spreadsheets.

Prepare requisition materials (worksheets, POTS entry, etc.).

Prepares routine and advanced correspondence including letters, memoranda, and reports.

Responsible for confidential and time-sensitive material.

Duties include generic clerical skills such as greeting and directing visitors, fielding phone calls, scheduling meetings, responding to callers, taking minutes, composing memos, transcribing, developing presentations, generating reports, and monitoring invoices and expense reports.

Must have basic computer skills to conduct internet research and perform data entry.

Additional duties may include filing and faxing.

Activities that require an ability to multi-task and assist multiple NIH employees at once. More advanced computer skills are required as the assistant will be required to perform word processing, spreadsheet management, and conduct more advanced internet research.

Reviewing and disseminating memorandums to staff; conducting documents control for routing through office; preparing purchase request for small purchases, reviewing draft policies, standard operating procedures, and memorandums for grammar and format; coordinating travel and submitting data into the NIH travel system; compiling equipment requirements for office staff (e.g., laptops, printers, monitors); preparing training requests; and preparing matrix of office needs.

More complex administrative tasks and will typically be supporting senior-level staff.

Responsibilities include those described for administrative assistant but require more work experience within each function.

Advanced computer skills and internet research skills are required.

The position requires the assistant to perform a variety of administrative functions such as creating and analyzing written documents for dissemination to leadership, compiling information for outside inquiries and reports, and developing and maintaining tracking tools to be used for reporting data.

A high level of creativity is expected.

Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities.

This position requires the ability to perform all tasks of the other positions, but requires advanced computer and internet research skills.

May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office.

Responsible for confidential and time sensitive material.

Prepares routine and advanced correspondence including letters, memoranda, and reports.

Relies on experience and judgment to plan and accomplish goals.

Candidate should have the ability to work well with all levels of management and staff.

Prior experience in a scientific research environment for a large Federal agency is preferred.

Qualifications