Title : Executive Assistant To Director Of Pediatrics
Location :Bethesda MD 20817

Overall Position Summary and Objectives

The Executive Assistant (EA) to the Director of Paediatrics for the All of Us Research Program will work closely with the Director providing expert administrative support. The Paediatric Branch of the Department of Cohort Development was established in late 2022. The EA will support the Director in performing all the duties of this new Branch success of which requires coordination across all current Divisions and Offices of the Program. The EA will also support the Director in building this new Branch including coordination of hiring activities. Critical thinking collaboration and very strong communication skills are critical attributes and skills of a successful candidate.

Min Education Associates

Certifications & Licenses

• Certified Administrative Professional

Skills (Ranked by Priority)

1. Executive level support
2. Meeting minutes/summary reports
3. Travel planning
4. Meeting coordination
5. Project management website content management
6. Expense reconciliation project management/planning timekeeping fellowship program management
7. Outreach Activities
8. Data analysis
9. Calendaring
10. NIH experience Preferred
11. Strong Communication Skills
12. Scheduling

Software

• SharePoint
• MS Office
• WebEx

Field of Study

• Business Management and Administration

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.
• 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.
• Assist Director with onboarding new Branch staff (reviewing certs and resumes identifying candidates setting up interviews capturing feedback from interviews prepare onboarding paperwork)
• Manage monitor and track electronic correspondence directed to principal; prepare draft replies to regular and electronic correspondence.
• Maintain a list of Action Items for the Director and future staff and track their progress/completion.
• Update and maintain calendar for Director of Paediatrics and future Branch staff members.
• Review incoming correspondence and documents requiring approval.
• Assist with documentation for various awards (SLRP special act directors service excellence etc).

Schedules and maintains an accurate tracking system of all activities.

• Schedule and maintain tracking system for all activities.
• Coordinate interoffice activities; inform staff when issues/concerns arise so that proper actions can be taken.
• Maintain databases for tracking analysing and reporting of all activities including professional activities travel and project management.
• Coordinate Director and future staff travel including itinerary development delivery of briefings and related materials; generate and prepare required documents prior to and following travel.

Stays abreast of and implements current regulations policies and procedures and updates staff on relevant information.

• Research and propose new administrative procedures.
• 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.
• 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.

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.
• Provide editorial and logistical assistance to staff on managing special projects/activities.
• 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.
• Develop briefing papers speeches and remarks talking points data visualization tools and background materials for
• internal staff meetings and external engagement events.
• Work with Division and Branch staff on the planning of events workshops and team conferences; develop the agenda; organize panel members and speakers; coordinate logistics.

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 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
• Attend and participate in staff meetings.

Updates databases and spreadsheets and creates reports for management.

• Develop maintain and update spreadsheets for personnel budget and travel actions.
• Develop and manage databases as needed to track protocol metadata and quality control checks.
• Develop and/or complete forms and prepare for staffs signatures.

Maintains inventory and initiates purchase requests.

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