NICHD OD Executive Assistant

Location : IC: NICHD Street: 31 Center Drive Bldg: 31A Room: 2A03 City: Bethesda State & Zip: MD 20892

Weekly Hours FT: 3040 hours per week Total No. of Hours : 40

Overall Position Summary and Objectives

Under this call order the contractor will independently provide support services to satisfy the overall operational objectives of the Eunice Kennedy Shriver National Institute of Child Health and Human Development. The primary objective is to provide services and deliverables through the performance of support services.

Min Education Associates

Payrate $40 hourly on W2

Certifications & Licenses

• Minimum education is Masters

Skills (Ranked by Priority)

1. Meeting minutes/summary reports
2. Executive level support
3. Great communication skills and interpersonal skills
4. Meeting coordination
5. Calendaring
6. Scheduling

1 2 3 4 5 represents priority rankings where 1 is highest priority and 5 is lowest priority of those ranked

Software

• SharePoint
• MS Office
• Concur
• Outlook
• Concur and ITAS can be taught after candidate joins
• ITAS

Field of Study

• General Education

Statement of Work Details

Provides executive expertise needed to coordinate improve and oversee the overall functioning of the office.

• Coordinate the daytoday office operation including but not limited to problem and conflict resolution organization and prioritization of tasks. 2
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• 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 highlevel administrative task support within the Branch.
• Participate in developmental activities involving studies and analysis of internal administrative operations organizations or management to achieve greater economy and efficiency.
• Gather compile analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
• Provide guidance and assistance in developing components of shortterm and longrange plans and proposals for the organizations strategic plans.
• Manages NICHD Executives Calendar and in charge of scheduling the calendar and keeping the executive updated on meetings. 1
• Manages key requests for staff property timekeeping Leave Calendar for Office of the Director (OD).
• Answer the phones and take messages
• Provide administrative support during meetings including arranging for audiovisual displays taking meeting minutes and following up with summary minutes.
• Run reports and presentations for meetings as needed.
• Manage and prepare responses to a wide variety of internal and external correspondence.
• Create format and edit spreadsheets presentations and charts.
• Assist with performing searches of electronic and hardcopy files and databases for records supportive data and historical documents.
• Analyzes organizational priorities and provides a wide range of liaison services to support program.
• Defines goals to be met on major program issues recommends a course of action and implements the course of action chosen.
• Utilizes a high degree of qualitative and quantitative analytical skills in analyzing evaluating and improving the effectiveness of program operations.
• Independently researches and/or analyzes complex program issues reviews and develops recommendations.

Schedules and maintains an accurate tracking system of all activities.

• Schedule and maintain tracking system for all activities. 4
• Coordinate interoffice activities; inform staff when issues/concerns arise so that proper actions can be taken.
• Keep government abreast of all commitments via the maintenance of daily calendar.
• Maintain databases for tracking analyzing and reporting of all activities including professional activities travel and project management.

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.
• Stay abreast of and implements current regulations policies and procedures; update staff on relevant information.

Plans and completes various special projects.

• Organize scientific articles and materials.
• Plan and complete various special projects.
• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
• Perform a variety of complex specialized support tasks on an ongoing and ad hoc basis.

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. 3
• 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 audiovisual 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 followup action; summarize and distribute minutes
• Manages parking stickers for Office of Clinical Director (OCD) and OCD visitors.
• Point of contact for guests applicants works to create itinerary

Updates databases and spreadsheets and creates reports for management.

• Create summaries and reports based on information gathered. 5
• 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 staffs signatures.
• Develop maintain and update spreadsheets for ongoing projects.
• ANALYSIS Analyze and evaluate on a quantitative or qualitative basis the effectiveness of programs or operations in meeting established goals and objectives; and analyze and integrate program financial technical and other information.
• ANALYSIS Analyze organizational priorities and provide a wide range of liaison services to support program and/or administrative functions including the development and implementation of policies and procedures.
• ANALYSIS Define goals to be met on major program issues recommend a course of action and implement the course of action chosen for various administrative areas of the organization such as budget and fiscal management.
• ANALYSIS Develop detailed plans goals and objectives for the longrange implementation administration and change of the assigned program and develop criteria for evaluating the effectiveness of the program.
• ANALYSIS Serve as an expert program analyst and provides assistance in one or more of the following areas: policy analysis program oversight evaluation activities strategic planning and research coordination.

Maintains inventory and initiates purchase requests.

• Maintain office records including office procurements and reimbursement procedures.
• Oversee inventory of office supplies.
• Prepare purchase requests maintenance agreement and draft justification for government signature of needed office supply items.
• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.
• POTS Ordering for Office of the Director.
• Handles meter reading requests (quarterly) for office printers/scanners.