• Maintain Calendar and Schedules - Daily


• Meet with Surgeon-in-Chief - Weekly


• Meet with Management Analyst - Monthly


• Take comprehensive meeting minutes - Ad-Hoc


• Maintain laboratory website - Weekly


• Coordinate travel - Weekly


• Manage TEAMS channel - Daily


• Assist with Surgeon-in-Chief activities. Track complaints, compliance and sub-committee activities - Daily


• Assist with ordering supplies - Weekly

Work Details:

• Provide high-level administrative task support within the Branch. 1


• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks. 2


• Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms. 3


• Create summaries and reports based on information gathered. 4


• Schedule and maintain tracking system for all activities. 5


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


• 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.


• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.


• Schedules and maintains an accurate tracking system of all activities.


• Coordinate inter-office 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.


• Research and propose new administrative procedures.


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


• 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.


• 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.


• 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 audio visual 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 follow-up action; summarize and distribute minutes


• Updates databases and spreadsheets and creates reports for management.


• Develop, maintain and update spreadsheets for personnel, budget and travel actions.


• Develop budget proposals; monitor expenditures.


• Develop and manage databases as needed to track protocol metadata and quality control checks.


• 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 staff's signatures.


• 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.

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



Minimum Education

• Associate

• Business Management and Administration

• SharePoint


• MS Office


• WebEx

• Project management, website content management


• Meeting minutes/summary reports


• Executive level support


• Meeting coordination


• Attention to detail


• Communication


• Travel planning


• Data analysis