What are the responsibilities and job description for the Staff Assistant position at Guidehouse?
Job Family:
Administrative Services (Digital)
Travel Required:
Clearance Required:
What You Will Do:
We are currently searching for an Operations Coordinator to 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.
This is a full-time, on-site opportunity in Bethesda, MD.
Responsibilities Include:
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.
Coordinate meetings, workshops and courses for staff; schedule conference rooms.
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.
Set up and format spreadsheets to analyze information.
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.
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.
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.
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.
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.
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
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.
Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
Enter requests for office supplies using POTS.
Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.
What You Will Need:
Bachelor’s degree in business or similar field
Minimum of ten (10) years of related experience. NIH experience is preferred.
Knowledge of NIH procurement, purchasing and administrative systems
Coordinate Meetings
Schedule Conference Rooms
Concur
WebEx
POTS
MS Office
Calendaring
What Would Be Nice To Have:
Knowledge of NIH procurement, purchasing and administrative systems.
Project management, website content management
Meeting minutes/summary reports
Meeting coordination
Travel planning
Data analysis
Scheduling
What We Offer:
Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.
Benefits include:
Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Parental Leave
401(k) Retirement Plan
Group Term Life and Travel Assistance
Voluntary Life and AD&D Insurance
Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
Transit and Parking Commuter Benefits
Short-Term & Long-Term Disability
Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Care.com annual membership
Employee Assistance Program
Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)
Position may be eligible for a discretionary variable incentive bonus
About Guidehouse
Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.
Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.
If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.
Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.
Salary : $82,600 - $105,000