Executive Assistant - NIN - IOD/DPCPSI - TORP 3060

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 (NIH), Immediate Office of the Director (IOD), Division of Program Coordination, Planning and Strategic Initiatives (DPCPSI) for an individual that would be interested in the position as 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.

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

Position Description

Title: Executive Assistant (SCA Category 01020 Admin Asst.) (TORP 3060)

Location: NIH

Immediate Office of the Director (IOD)

Division of Program Coordination, Planning and Strategic Initiatives (DPCPSI)

6705 Rockledge Drive

Bethesda, MD 20894

Job Summary: Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the Immediate Office of the Director (IOD), Division of Program Coordination, Planning, and Strategic Initiatives (DPCPSI). 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 0830 to 1700 (8:30 AM to 5:00 PM), Monday-Friday.

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 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:

Provide support for various procurement and administrative tasks:

• Manage senior staff schedules for the Deputy Director (SES) and Director (T42 Senior Executive), DPCPSI, as well as additional support staff within the IMOD of DPCPSI to include multiple GS-15 personnel.

Provide guidance to staff on Federal guidelines and procedures:

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used by or developed by the Senior Advisors or other leaders 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.

Provide support for various procurement and administrative tasks:

• Manage senior staff schedules for the Director, OAM, keeping her informed and aware of changes in a fast-paced environment frequently involving competing priorities. Coordinate/compile all meeting materials and provide to staff in advance of meetings and ensure that staff attend meetings on time.
• Coordinate the preparation of a variety of items such individual mass mailings, correspondence, reports, DPCPSI wide communications, updates to specific intranet, maintain class rosters, and various forms.
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used by the Senior Advisors and others in the organization.
• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow, create and manage polls of a variety of natures.
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
• Coordinate meetings, mentoring programs, workshops, and courses for staff; schedule conference rooms, and prepare and/or collect/compile materials for presentations, meetings, conferences, and ceremonies.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, Zoom, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• Update shared calendars and databases; coordinate filing of office-wide reports and other activities including class rosters, surveys, committee memberships, and other events.
• 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, managing excel spreadsheets, PowerPoint documents, managing SharePoint content, information management, report preparation, publications, information gathering, communication, and a wide variety of other tasks, etc.

Develop, maintain and update documentation, databases and spreadsheets for personnel, budget and travel actions:

• et-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.
• Maintain contacts database; update maintain calendars and shared calendars for multiple staff members.

Prepare purchase requests:

• 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 office 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 with management on special projects:

• Coordinate staff responses to data calls from the Senior Advisors.
• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Perform a variety of specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepared it 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 and ensure that management and administrative activities of the office are properly tracked and completed by the assigned due date.
• Prepare written correspondence in appropriate format or instructions on a variety of administrative issues based on personal knowledge of the issues, policies, and/or procedures.
• Attend meetings, take notes at meetings, and prepare summaries, including identifying action items and assignments per the timeline established for the meeting or project.
• 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 in to support decision alternatives.
• Researches 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.
• 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.
• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.

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