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Position Objective: The Operations Analyst will independently provide support services to satisfy the overall operational objectives of the National Heart, Lung, and Blood Institute (NHLBI).

Duties and Responsibilities:

+ Provide assistance, coordination and follow up to ensure staff decisions on NHLBI initiatives and program management are implemented.

+ Communicate with Senior Leadership and Office of Management Administrative staff regarding management functions on behalf of the Branch Chief.

+ Collaborate with and serve as support focal point for Branch Chiefs role in internal/external correspondence.

+ Serve as a team member in the day-to-day office operation for the Branch Chief including problem and conflict resolution, organization and prioritization of tasks, and responding to written communications.

+ Maintain and update systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

+ Note commitments made by Branch Chief and other Leadership team members during meetings and ensure staff commitments are met.

+ Conduct searches of databases; extract and consolidate pertinent materials; organize materials as briefing materials for Branch Chief.

+ 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.

+ Review content for NHLBI Intranet and SharePoint sites and monitor for currency and accuracy of information; provide feedback to point person for the website.

+ Maintain and utilize various administrative databases; track and analyze data; prepare summaries and reports; meet daily with Branch Chief to discuss status, next steps, and recommendations for trouble-shooting and report reviews.

+ Compile data; create and maintain/archive slides for presentations utilizing computer programs and SharePoint/restricted drives.

+ Serve as Lifecycle Workstation Technician, resetting access, personal identification numbers (PIN) and renewing access credentials for customers’ PIV (Personal Identity Verification) cards (i.e., NIH ID badge).

+ Support, monitor, and proactively resolve all administrative requests and requirements.

+ Guide program staff to help them obtain needed administrative services.

+ Structure and organize work to promote the efficient operation of the office.

+ Manage office/facility repositories and record-keeping systems for storage, tracking, internal control, and retrieval of information and materials.

+ Assist in the collection of technical requirements and participate in requirements gathering process with NHLBI customers for the automation of financial and personnel modeling techniques and reporting capabilities.

+ Attend meetings with NHLBI stakeholders and contractors and assist with data validation and user acceptance testing to validate the implementation of technical requirements; develop user training materials for automated tools.

+ Interface with the customer stakeholder organization and other contractors to perform business analysis tasks.

+ Create briefing materials to communicate results and recommendations to NHLBI stakeholders.

+ Serve as a key contributor in the administration of the Institute’s Emergency Preparedness/Continuity of Operations (COOP) program responsible for implementing and refining protocols for coordination and communication across multiple sites and units that ensure the protection of its staff, patients, visitors, and animals and sustains critical activities related to its mission in emergency or unexpected situations.

+ Support the Institute Furlough Coordinator in management of the Institute’s furlough planning process for administrative or shutdown furloughs.

+ Serve as the first-level point of contact (POC) for incoming emergency planning and response/COOP inquiries and actions emanating in person, via the COOP 1-800 number, and/or the shared email account.

+ Key role in tracking, participating in, and resolving COOP actions using several systems and NIH resources to include MS Project, alert-and-response system (AlertNIH), SharePoint, and Excel.

+ Responsible for COOP content management within the different mediums (printed COOP guide, intranet site, COOP app).

+ Manage AlertNIH for Institute drills and actual events.

+ Serve as back-up to the Deputy Emergency Coordinator.

+ Assist in coordinating and facilitating annual trainings (active shooter response, fire evacuation, weather-related shelter in place, etc.), staff accountability drills, and table-top exercises, which are attended by senior and executive leadership.

+ Communicate with senior leadership and administrative staff in the Office of Management regarding mission-support functions on behalf of the Ethics and Mission Support Director.

+ Collaborate with and serve as support focal point for Ethics and Mission Support Director in internal/external mission-support correspondence.

+ Serve as a team member in the day-to-day office operations including problem and conflict resolution, organization and prioritization of tasks, and responding to written communications.

+ Maintain and update systems for communications among staff to facilitate the efficient flow of information relating to COOP projects and program activities.

+ Note commitments made by Director and other leadership team members during meetings and ensure they are met.

+ Conduct searches of databases; extract and consolidate pertinent materials; organize materials as briefing materials for Ethics and Mission Support Director to include COOP and property status briefing decks.

+ Set up and format spreadsheets to analyze mission support information.

+ Review content for NHLBI Intranet and SharePoint sites and monitor for currency and accuracy of information; provide feedback to content owner.

+ Maintain and utilize various administrative databases; track and analyze data; prepare summaries and reports; meet regularly with mission support team to discuss status, next steps, and recommendations for trouble-shooting and report reviews.

+ Compile data; create and maintain/archive slides for presentations utilizing computer programs and SharePoint/restricted drives.

+ Manage office/facility repositories and record keeping systems for storage, tracking, internal control, and retrieval of information and materials.

DELIVERABLES: Upon request, the Contractor shall provide documentation evidence of any and all work products, including, but not limited to:

+ Work products and documents related to gathering and analyzing 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; maintain and update systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

+ Computer generated work including preparing a variety of office documents such as correspondence, travel authorizations/vouchers, professional service orders, documents, reports, memoranda, procurement orders, and other program related forms; maintain calendars; perform data entry; update Intranet sites; track planned correspondence dissemination; maintain various administrative databases; track, record and direct feedback to Senior Leadership on behalf of Branch Chief.

+ Work products and documents related to repositories and record keeping systems; prepare reports and other documents; gather, organize and maintain data, information and records; address problems and service requirements for office equipment; serve as liaison with vendors and service providers.

+ Work products and documents related to travel preparation and review; prepare documents; relay information to travelers; arrange for and confirm travel logistics; review and process travel authorizations and vouchers; enter information into travel tracking systems.

Basic Qualifications:

+ Master’s degree in a related discipline; Bachelor’s degree in a related discipline; three (3) years of specialized experience plus an Associate’s degree is equivalent to a Bachelor’s degree.

+ At least six (6) years of related experience.

Minimum Qualifications:

+ Ability to communicate effectively, orally and in writing, with non-technical and technical staff

+ Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects

+ Expertise in Microsoft 365 and SharePoint.

+ Strong communications skills, both oral and written.

+ Excellent analytical, organizational, and time-management skills.

*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, email us at [email protected] . 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.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

**Requisition ID:** 7363