Position Objective: Provide services as a Staff Assistant in support of the overall functions of the National Institute on Minority Health and Health Disparities (NIMHD) within the National Institutes of Health (NIH). Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute on Minority Health and Health Disparities. The primary objective is to provide services and deliverables through performance of support services and will be located within the Office of Communication and Public Liaison.

Duties and Responsibilities:

• Track actions in various systems for Staff.
• Track contracts to ensure actions needed actions are completed (funding available on contracts, entering orders into POTS, working with COR and COAC to follow-up on outstanding contract items, working with COR to ensure receiving is processed, tracking of invoices to ensure all invoice receiving is processed,
• 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, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms. 1
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms. 2
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff.
• Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
• Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.
• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal Division policies and procedures
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal Division policies and procedures.
• Update and develop content for web sites and/or SharePoint Site for Division intranet, and other formats of communication, and monitor for currency and accuracy of information.
• Prepare, review, and route various actions for submission to the Division Director and Administrative Officer.
• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for travel, official duty memoranda, training requests, etc
• Coordinate the printing and conversion of paper documents to electronic files
• Prepares PowerPoint Presentations to include but not limited to: development of draft presentations, incorporating feedback into presentations, updating existing presentations, reviewing presentations for accuracy
• Compiles and Reviews various types of memos, documents, and packages.
• Develop, maintain, and utilize various administrative databases
• Gather and analyze information about processess and programs; prepare reports, letters, and other documents for review and input for division programs, policies, and activities
• Maintain branch file systems for correspondence and projects
• Confirm that scientific engagements are managed and indicated on leaderships calendar and that all established meetings are arranged
• Arrange for staff members to represent organization at conferences and meetings, establish appointment priorities, or reschedule
• Provide logistic support for Office meetings.
• Coordinate travel for Office staff members (including entering of POTS orders for registraitons/booths, travel authorizations, vouchers, etc.).
• Coordinate, track and act as liaison for the Division on a variety of items.
• Proactively researches policy (HHS, NIH, NIMHD, and Division) to answer Division staff questions. Works collaboratively with Administrative Officer to ensure any guidance provided aligns with NIMHD practices.
• Coordinate, track and act as liaison between the Division and the Administrative Officer on human resource activities, issues and functions.
• Coordinate, track and act as liaison for the division administrative actions/packages.
• Develop, maintain and utilize various administrative databases.
• Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.
• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
• Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.
• Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations.
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Collaborate with Division Director, Division Staff, and Administrative Officer on a variety of Actions. Is the primary Point of Contact between the Division Staff and the Division Director and Administrative Officer. 3
• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning the Division.
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization. 5
• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
• Provide information to program staff on policies and procedures for government travelers and invited guests.
• 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.
• Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items.
• Review all personnel packages and advise program personnel on HR regulations and policies.
• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.
• Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.
• Set up and format spreadsheets to analyze information.
• Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files.
• Assemble and summarize data, background information and other materials from source materials or automated systems.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Set up and format spreadsheets to analyze information. 4

Basic Qualifications:

• Bachelor s degree in Business Management and Administration, Operations Logistics and E-Commerce, General Business, Hospitality Management, Human Resources and Personnel Management, Medical Administration, Humanities, Communications, Advertising and Public Relations, or a related discipline.
• Minimum of ten (10) years of related experience.
• Experienced with expense reconciliation, project management/planning, timekeeping, scheduling, fellowship program management, website content management, calendaring, meeting minutes/summary reports, and tracking of office administrative actions.
• Experienced with social media, data analysis, travel planning, outreach activities, and meeting coordination.
• Knowledge of NIH procurement, purchasing, and administrative systems.
• Knowledge of the Federal Travel Regulations.
• Skilled in SharePoint, MS Office, Concur, WebEx, ITAS, PowerPoint, and Procurement Online Tracking System (POTS).