Position Summary
We are currently searching for an Program Support Assistant to provide support services and deliverables through performance of support services. This is a full-time, on-site opportunity in Bethesda, MD.
Responsibilities
Duties include, but not limited to:
- Provide support in pre-travel approval and travel planning in CGE; collect pre-travel authorizationinformation and prepare travel cost estimates, including but not limited to taxi cost estimate, airfare costcomparison; coordinate travel reservations using Omega Travel, and collect conference agendas andregistration information from travelers.
- Review all Property for ORWH to determine that all equipment is accounted for and assigned to anemployee; coordinate Property activities for the office as directed.
- Place procurement requests with the proper justifications and supporting documentation through the NIHPOTS system.
- Ensure successful execution of projects and provide updates on project progress to Leadership; ensure thatprojects stay on task and reaches its goals and objectives.
- Coordinate the day-to-day office operations, including, but not limited to problem and conflict resolution,project management, organization and prioritizations of tasks; respond to written communications.
- Coordinate with/ serve as back up to other program support assistants; organize, coordinate andadminister the administrative components of the assigned servicing area; collaborate with program officialsand administrative offices.
- Manage inventory and order office supplies and equipment with the parameters decided by ORWHLeadership; coordinate equipment maintenance; ensure that all commonly used machines (i.e., printers,scanners) are in working order and supplied with paper and toner. Prepare, process and track orderrequests and maintenance agreements using government systems (i.e., POTS) on behalf of branch staff.Maintain office records including office procurements and reimbursement procedures.
- Prepare and track requests and justifications for the purchase of materials, supplies and office equipment;follow up on purchase and procurement requests; review receiving documentation and reconcile allreceiving problems; maintain records and spreadsheets of all requests.
- Ensure that all shared office space and equipment (i.e., copier, conference room, supply room, etc.) are inworking order to meet daily business needs. Coordinate and process equipment and office supply orderrequests; serve as the point of contact in the administration of all maintenance contracts for officeequipment. Submit Help Desk tickets as needed.
- Provide parking stickers for visitors as needed; track parking sticker use and reorder within the parametersdecided by the IC as needed.
- Maintain centralized office and staff calendars, ensure documents on the office shared drive and the officecontact, emergency contact, and phone tree lists are kept current.
- 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, leaveauthorizations, training requests, individual/mass mailings, correspondence, reports and various forms.
- Gather and analyze information about processes and programs to be able to provide administrative,procedural and informational resource support; work with staff to coordinate program workflow.
- Coordinate meetings, workshops and courses for staff; complete meeting planning and logistical planningthat may include tasks such as schedule conference rooms, make audiovisual, WebEx, and other remoteconnection arrangements; prepare and provide agendas and relevant materials to meeting participantsprior to the meeting; contact and communicate with participants; prepare and distribute meeting minutes.
- Produce a wide range of documents (for example spreadsheets, word documents, slides, etc.) to address avariety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
- Maintain files according to the ORWH internal policies and principles which may include preparing andreviewing SOPs for accuracy; maintain knowledge of current regulations, policies, and proceduresconcerning general administration, organization, procurement, travel, personnel, etc.; ensure that officepolicies and procedures are updated and posted on the intranet.
- Provide information to program staff on policies and procedures for government travelers and invitedguests.
- Set up and format spreadsheets to analyze information.
- Develop, maintain and utilize various administrative databases, records management and tracking systemsto ensure proper filing, accountability, storage and retrieval of files.
- Track, analyze and report on all staff/ office activities including professional activities, travel and projectmanagement.
- Oversee management and control of federal property from acquisition to disposal; use the NBS SunflowerProperty System to support property management activities.
- Provide direct administrative, procedural and informational resource support; work with staff to coordinateprogram workflow.
- Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage specialprojects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create andupdate spreadsheets and databases.
- Coordinate all administrative aspects of special projects, to include developing detailed project plan(s) andapply project management principles to implement projects. Be able to work independently, research andinitiate actions pertaining to operational issues, coordinate proponents to research and resolve actionprocessing issues.
- Report identified issues, concerns and potential risks that may impact project progress to leadership, i.e.,missed or delayed deadlines.
- Draft lessons learned reports, as requested, to document successful experience and practice of the project.
- Servs as liaison to ORWH or other NIH staff on various projects, as directed.
- Update activities tracker and run reports for review.
- Work with the Office of Research Facilities and/or Office of Research Services and others in the Office of theDirector and NIH to coordinate any building maintenance, repairs or renovations, as directed.
Qualifications
Minimum Required Qualifications:
Citizenship: Must be a US citizen or Green Card holder
Clearance: Public Trust (able to obtain)
Education: Bachelor’s Degree
Experience: 5 Years
Skills:
- Project Managementm Professional (PMP) certification
- Social Media
- Knowledge of the Federal Travel Regulation
- Meeting minutes/summary reports
- Executive level support
- Meeting coordination
- Travel planning
- Calendaring
- Concur
- Zoom
- MS Office, specifically SharePoint and Teams
Additional Information:
Location: Bethesda, MD
Travel: None
Remote, Onsite, or Hybrid: Onsite
#LI-AS1
Company Overview
Odyssey Systems Consulting Group, is an innovative small business committed to providing world-class technical, management, and training support services to government and public sector clients. We focus on people, processes, and performance to deliver superior results. Since our inception in 1997, our commitment to mission success and customer satisfaction has been recognized with exponential growth and exceptional past performance ratings. We accept challenging assignments and drive projects from the planning stages, through implementation, and into operations and support.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
Please Note:
Final compensation for this position will be determined by various factors such as the Federal Government contract labor categories and contract wage rates, relevant work experience, specific skills and competencies, geographic location, education, and certifications. Salary range available upon request.