Program Assistant

(ID: 2024-6910)

Axle is a bioscience and
information technology company that offers advancements in
translational research, biomedical informatics, and data
science applications to research centers and healthcare
organizations nationally and abroad. With experts in
biomedical science, software engineering, and program
management, we focus on developing and applying research
tools and techniques to empower decision-making and
accelerate research discoveries. We work with some of the
top research organizations and facilities in the country
including multiple institutes at the National Institutes of
Health (NIH).

Axle
is seeking a
Program Assistant to join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute of Arthritis, Musculoskeletal and Skin Diseases (NIAMS) located in Bethesda, MD.

Benefits We Offer:

• 100%
  Medical, Dental & Vision Coverage for Employees


• Paid Time Off and Paid Holidays


• 401K match up to 5%


• Educational
  Benefits for Career Growth


• Employee Referral Bonus
  


• Flexible
  Spending Accounts:
  
  
  • Healthcare (FSA)
  
  
  • Parking
    Reimbursement Account (PRK)
  
  
  • Dependent
    Care Assistant Program (DCAP)
  
  
  • Transportation
    Reimbursement Account (TRN)
  
  
  
  

Overall Position Summary and Objectives

The incumbent performs varied administrative duties, including administrative, procedural and informational support to staff and management by organizing, collecting, analyzing and presenting information for the NIAMS Science Communications and Outreach Branch (SCOB). The incumbent assists with coordination and execution of multiple communications programs and projects, attends team meetings and provides meeting summaries, tracks and controls files related to communications projects, and provides calendar and scheduling support to SCOB leadership and staff. Candidate should have the ability to work

Deliverables:

• Provide reports, graphs, charts, forms and other support materials from branch meetings - Weekly
• Provides meeting summaries from branch or Institute level meetings - Ad-Hoc

Work Details:

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks. 1 

• Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office. 2 

• Provide high-level administrative task support within the Branch. 3 

• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff. 4 

• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis. 5 

• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office. 
• Schedules and maintains an accurate tracking system of all activities. 
• Schedule and maintain tracking system for 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. 
• Research and propose new administrative procedures. 
• Review and summarize the content of incoming materials, specially gathered information, or meetings. 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. 
• Plans and completes various special projects. 
• Extract and consolidate pertinent information. 
• Plan and complete various special projects. 
• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff. 
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues. 
• 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. 
• Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms. 
• Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
• 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.). 
• Updates databases and spreadsheets and creates reports for management. 
• Create summaries and reports based on information gathered. 
• Develop and manage databases as needed to track protocol metadata and quality control checks. 
• 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. 

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

Minimum Education

Associate

Additional Qualifications:

Certifications & Licenses:

• Microsoft 365 Fundamentals Certification 

 

Field of Study:

• Biology 

 

Software:

• SharePoint 
• MS Office 
• Concur 
• Canva 

 

Skills:

• Social Media
• Knowledge of the Federal Travel Regulation 
• Project Management
• Website Content Management 
• Meeting Minutes/Summary Reports 
• Executive Level Support 
• Meeting Coordination 
• Outreach Activities 
• Travel Planning 
• Data Analysis 
• Scheduling 
• Calendaring

Disclaimer:The
above description is meant to illustrate the general
nature of work and level of effort being performed
by individuals assigned to this position or job
description. This is not restricted as a complete
list of all skills, responsibilities, duties, and/or
assignments required. Individuals may be required to
perform duties outside of their position, job
description or responsibilities as needed.

The diversity of
Axle’s employees is a tremendous asset. We are firmly
committed to providing equal opportunity in all aspects of
employment and will not tolerate any illegal discrimination
or harassment based on age, race, gender, religion, national
origin, disability, marital status, covered veteran status,
sexual orientation, status with respect to public
assistance, and other characteristics protected under state,
federal, or local law and to deter those who aid, abet, or
induce discrimination or coerce others to discriminate.

Accessibility: If
you need an accommodation as part of the employment process
please contact: careers@axleinfo.com