Job Description
Position Objective: Provide services as a Management Analyst in support of the overall functions of the National Institute of Neurological Disorders and Stroke (NINDS) within the National Institutes of Health (NIH). The purpose of this position is to provide services to satisfy the overall operational objectives of the Division of Extramural Activities, NINDS.
Duties And Responsibilities
- Facilitate business process improvement activities, to include documenting as-is processes, gathering to-be requirements and validating capture with staff.
- Serve as an expert management analyst and provide assistance in one or more of the following areas: policy analysis, program oversight, evaluation activities, strategic planning, and research coordination. Research and/or analyze unstable or complex program issues. Based on conditions and factors that relate to the assigned program and related programs, determine what information is required and collect data from many sources. Review information, reconcile conflicting data, and devise new or modified methods to analyze findings. Develop recommendations and proposals.
- Participate in planning sessions, contributing management-oriented expertise in discussions of innovative ways and means of carrying out assigned programs, new programs, etc., and provide expert advice on the administrative and management implications of policy and program proposals.
- Work with staff to gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
- Set up and format spreadsheets to analyze information.
- Develop procedures and systems for establishing, operating, and assessing the effectiveness of administrative controls and systems.
- Analyze data gathered and develop solutions or alternative methods of proceeding.
- Work with DEA staff to enable coordination, execution, oversight, and monitoring of progress for specific initiatives within the office, or across Division or organization.
- Develop project tracking tools for use by OROA to enable effective collaboration, tracking of deliverables and benchmarks.
- 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.
- Provide technical and management support to staff during execution of day-to-day functions; planning and implementation of projects, including setting priorities, managing assigned tasks, monitoring project status, reviewing deliverables, and providing status updates.
- Utilize a high degree of qualitative and quantitative analytical skills in analyzing, evaluating, and improving the effectiveness of program operations.
- Analyze and evaluate proposed changes in operating procedures and draft standard operating procedures. Work with staff to gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
- Compose correspondence requiring understanding of technical matters within the program as directed by program staff.
- Work with OROA and DEA leaders to develop an internal communication strategy for the Division. Develop and maintain communication tools (e.g., web-based, newsletters), prepare, edit, and publish content. Identify mechanisms to support dissemination and development of policy guidance through internal and external means.
- Conduct assessments of standard operating procedures (SOP) and prepare recommendations for improvement.
- Evaluate operations against standard operating procedures (SOP) and document gaps or inconsistencies in performance.
- Observe operations and document standard practices and develop new standard operating procedures (SOP) and instructions.
- Stay abreast of government policies for purchasing; use Purchasing Online Tracking System; ensure that purchases are entered and approved; advise staff on their status; process order shipments upon delivery.
- Review operational and programmatic budget data and provide analysis of obligation and spending.
- Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel Form 348, outside activities Form 520, official duty memoranda, training requests, office procurement orders, individual and mass mailings, correspondence, reports, and various forms.
- Arrange business travel for OROA staff, including: conference registration, travel, hotels, other transportation.
- Process reimbursements upon traveler's return.
- Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
- Maintain file systems for correspondence and projects.
- In the executive level's absence, ensure that requests for action or information are relayed to the appropriate staff; decide whether the executive level should be notified of important or emergency issues.
- Serve as the executive assistant for the Director, Office of Research Operations and Analysis (DROA), and Chief, Grants Management Branch (CGMO) and lead administrator for the Office of Research Operations and Analysis, DEA.
- Attend routine staff and business meetings for awareness and to take notes for distribution. Assist staff in preparing briefing and presentation materials for presentation at meetings.
- Capture meeting minutes and prepare final documentation for distribution to participants. Draft reports for review and discussion at working groups and meetings.
- Present information and status updates on projects and studies ongoing within the organization.
- Note commitments made by executive level during meetings and arrange for staff implementation.
- Coordinate meetings, workshops, and courses for staff; arrange for conference rooms and audio-visual requirements; prepare agendas and briefing materials.
- Update and maintain calendars and schedule calls and meetings for multiple staff members. Communicate orally and in writing with external customers about programmatic needs.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Use a variety of database and data repository software and applications available to search, retrieve, and export business and performance data.
- Assist Cluster Administrative Team Leader analyze annual budgets and budgetary requests and organize data logically.
- Coordinate New Employee Orientation for Office employees, including: 1. Inspection of workspace; 2. Coordination of telephone, laptop, electronic devices, and office supplies; 3. Overview of organizational chart, mandatory meetings, and important contacts; 4. Ensure that all information is on the correct email distribution lists; and 5. Review of NINDS intranet and NIH websites.
- Work products and documents related to setting up and formatting spreadsheets to analyze information; compile data and create and maintain slides for presentation.
- Work products and documents related to updating and maintaining calendars and shared calendars for staff; establish appointment priorities; coordinate meetings, workshops, and courses; schedule conference rooms and audio-visual requirements.
- Work products and documents related to maintaining office records; provide timekeeping support; track, record, and direct manuscripts to reviewers; maintain file systems; note staff commitments; arrange for staff implementation.
- Work products and documents related to summarizing and coordinating incoming materials; compose correspondence requiring understanding of technical matters.
Basic Qualifications
- Bachelor’s degree in business or a related discipline.
- Must have logistics expertise.
- Skilled in SharePoint, MS Office, and WebEx.
- Knowledge of expense reconciliation, project management/planning, timekeeping, fellowship program management, project management, website content management, meeting minutes/summary reports, executive level support, meeting coordination, outreach activities, travel planning, data analysis, and calendaring.
Minimum Qualifications
- Ability to multi-task and pay close attention to detail.
- Excellent analytical, organizational, and time management skills.
- Strong communication skills, both oral and written.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required by this position.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, contact us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.
GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.
This position is contingent upon contract award.
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