NICHD OD Executive Assistant

Location : IC:NICHD Street: 31 Center DriveBldg: 31A Room: 2A03City: Bethesda State &Zip: MD 20892

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

Overall Position Summaryand Objectives

Under this call orderthe contractor will independently provide support services tosatisfy the overall operational objectives of the Eunice KennedyShriver National Institute of Child Health and Human Development.The primary objective is to provide services and deliverablesthrough the performance of support services.

Min Education Associates

Payrate $40 hourly on W2

Certifications & Licenses

• Minimum education is Masters

Skills (Ranked byPriority)

1. Meetingminutes/summary reports
2. Executive levelsupport
3. Great communication skills andinterpersonal skills
4. Meetingcoordination
5. Calendaring
6. Scheduling

1 2 34 5 represents priority rankings where 1 ishighest priority and 5 is lowest priority of thoseranked

Software

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

Field of Study

• General Education

Statement of Work Details

Provides executive expertise needed to coordinateimprove and oversee the overall functioning of theoffice.

• Coordinate thedaytoday office operation including but not limited to problem andconflict resolution organization and prioritization of tasks.2
• Design and coordinatesystems for communications among staff to facilitate the efficientflow of information relating to projects and programactivities.
• Gather and analyze informationabout processes and programs; prepare reports letters and otherdocuments for review and input for programs policies andactivities.
• Make recommendations to resolveproblems that arise.
• Provide executiveexpertise needed to coordinate improve and oversee the overallfunctioning of the office.
• Provide highleveladministrative task support within the Branch.
• Participate in developmental activities involving studiesand analysis of internal administrative operations organizations ormanagement to achieve greater economy and efficiency.
• Gather compile analyze and evaluate data for performancemanagement goals; implement solutions to drive continuousimprovement of business processes.
• Provideguidance and assistance in developing components of shortterm andlongrange plans and proposals for the organizations strategicplans.
• Manages NICHD Executives Calendar andin charge of scheduling the calendar and keeping the executiveupdated on meetings. 1
• Manages key requests for staff property timekeeping LeaveCalendar for Office of the Director (OD).
• Answer the phones and take messages
• Provide administrative support during meetings includingarranging for audiovisual displays taking meeting minutes andfollowing up with summary minutes.
• Run reportsand presentations for meetings as needed.
• Manage and prepare responses to a wide variety ofinternal and external correspondence.
• Createformat and edit spreadsheets presentations and charts.
• Assist with performing searches of electronic andhardcopy files and databases for records supportive data andhistorical documents.
• Analyzes organizationalpriorities and provides a wide range of liaison services to supportprogram.
• Defines goals to be met on majorprogram issues recommends a course of action and implements thecourse of action chosen.
• Utilizes a highdegree of qualitative and quantitative analytical skills inanalyzing evaluating and improving the effectiveness of programoperations.
• Independently researches and/oranalyzes complex program issues reviews and developsrecommendations.

Schedulesand maintains an accurate tracking system of all activities.

• Schedule and maintaintracking system for all activities. 4
• Coordinate interoffice activities; inform staff whenissues/concerns arise so that proper actions can betaken.
• Keep government abreast of allcommitments via the maintenance of daily calendar.
• Maintain databases for tracking analyzing and reportingof all activities including professional activities travel andproject management.

Staysabreast of and implements current regulations policies andprocedures and updates staff on relevantinformation.

• Review andsummarize the content of incoming materials specially gatheredinformation or meetings.
• Coordinate the newinformation with background office sources; draw attention toimportant parts or conflicts.
• Stay abreast ofand implements current regulations policies and procedures; updatestaff on relevant information.

Plans and completes various special projects.

• Organize scientificarticles and materials.
• Plan and completevarious special projects.
• Research informationrequested and provide that information; maintain status ofprojects; follow up on actions through contact with officestaff
• Perform a variety of complex specializedsupport tasks on an ongoing and ad hoc basis.

Arranges conferences and meetings andcontacts attending professionals makes travel arrangementsmaintains complex schedules and calendars and advises staff on themost effective method and format of presentations.

• Coordinate meetings conferencecalls seminars workshops and courses for staff; schedule conferencerooms. 3
• Update/maintainshared calendars; rearrange calendar to accommodate situations ofan urgent nature.
• Establish and prioritizemeetings appointment priorities or reschedule or refuseappointments or invitations.
• Contactparticipants and notify them of topics to be discussed.
• Schedule room and audiovisual reservations.
• Prepare agendas handouts and backgroundmaterials.
• Work with staff on creation andpreparation of presentations and slides ; provide task support forpresentations and/or handouts (copy print distributeetc.).
• After meetings review the folder/notesfor items requiring followup action; summarize and distributeminutes
• Manages parking stickers for Office ofClinical Director (OCD) and OCD visitors.
• Point of contact for guests applicants works to createitinerary

Updatesdatabases and spreadsheets and creates reports formanagement.

• Createsummaries and reports based on information gathered.5
• Update and maintain theProgram and Employee Services (PES) personnel list and phonedirectories.
• Communicate with Division stafffor edits/revisions to the personnel list and phone directories;distribute updates within and out of PES.
• Develop and/or complete forms and prepare for staffssignatures.
• Develop maintain and updatespreadsheets for ongoing projects.
• ANALYSISAnalyze and evaluate on a quantitative or qualitative basis theeffectiveness of programs or operations in meeting establishedgoals and objectives; and analyze and integrate program financialtechnical and other information.
• ANALYSISAnalyze organizational priorities and provide a wide range ofliaison services to support program and/or administrative functionsincluding the development and implementation of policies andprocedures.
• ANALYSIS Define goals to be met onmajor program issues recommend a course of action and implement thecourse of action chosen for various administrative areas of theorganization such as budget and fiscal management.
• ANALYSIS Develop detailed plans goals and objectives forthe longrange implementation administration and change of theassigned program and develop criteria for evaluating theeffectiveness of the program.
• ANALYSIS Serveas an expert program analyst and provides assistance in one or moreof the following areas: policy analysis program oversightevaluation activities strategic planning and researchcoordination.

Maintainsinventory and initiates purchase requests.

• Maintain office records including officeprocurements and reimbursement procedures.
• Oversee inventory of office supplies.
• Prepare purchase requests maintenance agreement and draftjustification for government signature of needed office supplyitems.
• Collaborate with administrative staffto ensure that all purchase requests are filled in a timelymanner.
• POTS Ordering for Office of theDirector.
• Handles meter reading requests(quarterly) for office printers/scanners.