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Program Analyst

Job Details

Level

Experienced

Job Location

National Institutes of Health (NIH) - Main Campus/Bethesda - Bethesda, MD

Position Type

Full Time

Education Level

High School Diploma/GED or Equivalent

Travel Percentage

None

Job Shift

Day

Job Category

Professional Services

Description

**Position Objective:** Under the direct supervision of the Associate Scientific Director, the Program Analyst is responsible for providing comprehensive administrative support to the Scientific Director and Associate Scientific Director. This dynamic position will have the opportunity to interact with scientific, clinical and administrative personnel while performing a myriad of critical administrative duties in a fast-paced, executive office. This position is located on the NIH Main Campus in Bethesda, Maryland.

Duties and Responsibilities:

The Program Analyst will primarily perform administrative support services for IOSD leadership. Some examples of the duties and responsibilities are listed below (80% of time):

+ Prepare personnel packages for appointments, renewals, and terminations for assigned staff; obtain required documentation from staff and approvals from all levels of organization as necessary.

+ Prepare domestic, international, and sponsored travel arrangements, authorizations, and reimbursement documentation for assigned staff.

+ Assist with the planning and organization of various reviews conducted by the IOSD including the Board of Scientific Counselors review for investigators, Cores and Special Collaborative Programs.

+ Assist with projects involving internal and external stakeholders.

+ Prepare communications, correspondences, reports, and SOPs on behalf of the Scientific Director and Associate Scientific Director; communicate and interact with senior-level officials, Branch Chiefs/Center Directors, and scientific staff.

+ Stay current on exciting research within the DIR to generate, edit, publish, and share engaging content (e.g. original text, photos, videos, and news).

+ Assist in coordinating special projects/meetings on behalf of the Scientific Director and Associate Scientific Director, including but not limited to: participating in project-based meetings; collecting and preparing information for meetings; designing and producing reports and presentations; gathering documents and input for programs, policies, and activities for review; collating data sets and presenting results in graphical and tabular forms; providing creative solutions to project planning and problem solving; maintaining project databases and spreadsheets; following up on all assigned projects and correspondence to ensure that timely completion of tasks and/or deadlines is met.

+ Manage assigned meetings, including but not limited to: preparing meeting materials (agendas, presentations, handouts); sending calendar invitations and reminder emails to attendees; reserving meeting rooms; arranging virtual teleconferencing (via Teams); take meeting minutes.

+ Complete other administrative tasks, such as: preparing purchase orders; coordinating facility access requests; submitting service desk tickets; updating distribution lists; timekeeping, etc.

+ Assist with all components of records management. Organize, maintain, and update physical and electronic files; ensure that all files are easily accessible to others.

+ Keep current on NIH operational policies and procedures.

+ Perform quality control assessments on written responses and documents.

+ Maintain confidentiality on certain work assignments (e.g. sensitive program reviews); know and utilize the appropriate NIH chain of command when dealing with high-profile cases; practice effective written and oral communication skills; and always be diplomatic and professional.

+ Other duties on behalf of the DIR, as assigned.

Supplemental Administrative Support for Scientific Director and Associate Scientific Director (20% of time):

+ Experience providing C-suite level administrative support including but not limited to calendar management, writing and editing e-mails, drafting memos, and preparing communications on the Scientific Director’s and Associate Scientific Director’s behalf.

+ When required, manage the office calendars for the Scientific Director and Associate Scientific Director, including but not limited to creating meeting invitations with all relevant meeting details and attachments to appropriate attendees, following up with meeting participants to confirm attendance, rescheduling meetings in a timely manner based on prioritization. Work closely with the Staff Assistant to keep them well informed of upcoming commitments and responsibilities.

+ Organize meetings, including but not limited to scheduling, sending calendar invitations and reminders to meeting attendees, preparing draft agendas/presentations/handouts, preparing Teams meetings, and when required taking detailed meeting notes for distribution after the meeting.

+ Provide exceptional front office administrative support to the IOSD including but not limited to answering the IOSD main phone line and providing assistance to callers, greeting scheduled and unscheduled visitors, maintaining inventory of office supplies and submitting orders in a timely manner.

The position does not supervise employees nor manage a budget.

Qualifications

Basic Qualifications:

+ U.S. Citizenship or Permanent Residency requirement must be met by closing date.

+ Position is subject to a background investigation.

+ 2+ years of professional administrative experience.

+ Strong project management experience and skilled with Microsoft Office suite/applications.

Minimum Qualifications:

+ Experience with balancing a diverse workload and prioritizing projects in order to meet changing and competing requirements within the IOSD. Must demonstrate flexibility and ability to pivot based on project direction.

+ Outstanding attention to detail. Ability to proofread and edit with a laser-focused eye for accuracy and quality.

+ Highly dependable, proactive individual with ability to set deadlines independently and complete projects effectively.

+ Excellent interpersonal skills with a positive “can do” attitude.

+ Strong writing, creative problem-solving, and critical thinking skills.

+ Strong time management and organizational skills to coordinate multiple projects at once.

+ Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.

+ Understands, supports and adheres to NHLBI’s policies, philosophy, and procedures.

+ Adherence to the highest ethical standards working with sensitive information with absolute discretion.

*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.