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Program Support Assistant

Company: E-Talent Network
Location: Bethesda
Posted on: March 20, 2023

Job Description:

Overall Position Summary and Objectives The purpose of this position is to provide support services and deliverables through performance of support services.

Minimum Education

Resume Max Pages

Certifications & Licenses

  • Project Management Professional (PMP)

    Skills (Ranked By Priority)

  • Social Media, knowledge of the Federal Travel Regulation
  • Meeting minutes/summary reports
  • Executive level support
  • Meeting coordination
  • Travel planning
  • Calendaring


    • SharePoint
    • MS Office
    • Concur
    • Microsoft Teams
    • Zoom

      Field of Study

      • Less Than a Bachelor's Degree


        • Work products and documents related to updating and maintaining staff calendars; coordinate meetings, meeting materials and parking stickers; schedule conference rooms and audiovisual equipment. - Ad-Hoc

          • Work products and documents related to reviewing and tracking property; place procurement orders; coordinate property activities; submit Help Desk tickets; coordinate building maintenance, repairs and renovations. - Ad-Hoc

            • Work products and documents related to preparing documents, including office correspondence, SOPs purchase requests and justifications, office supplies inventory and equipment. - Ad-Hoc

              • Work products and documents related to the analysis of projects and associated work assignments; project plans and milestones; project deliverables and requirements; weekly accomplishments reports; lessons learned reports. - Ad-Hoc

                Provides support for various procurement and administrative tasks.

                • Coordinates with and acts as back up to other program support assistants.
                • Inventory and order office supplies and equipment with the parameters decided by ORWH Leadership; coordinate equipment maintenance; ensure that all commonly used machines (i.e., printers, scanners) are in working order and supplied with paper and toner.
                • Provide parking stickers for visitors as needed; track parking sticker use and reorder within the parameters decided by the IC as needed.
                • Maintain the office shared drive and common office calendars.
                • 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.
                • Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
                • Coordinate meetings, workshops and courses for staff; schedule conference rooms.
                • 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.
                • 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.

                  Acts as point of contact with management and administrative, budget and property management staff.

                  • 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 access to the conference room and scheduling.
                  • Submit Help Desk tickets as needed to remediate IT or phone or other communications issues.
                  • Update and maintain staff calendars; ensure that staff attends meetings; coordinate all meeting materials and provide to the staff prior to the meeting.
                  • Develop, maintain and utilize various administrative databases.
                  • Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment.
                  • Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.

                    Provides guidance to staff on Federal guidelines and procedures.

                    • Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
                    • Provide information to program staff on policies and procedures for government travelers and invited guests.
                    • Ensure that office policies and procedures are updated and posted on the intranet.
                    • Maintain files according to the ORWH internal policies and principles.

                      Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

                      • 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.
                      • Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
                      • Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
                      • Provide support in pre-travel approval and travel planning in CGE; collect pre-travel authorization information and prepare travel cost estimates, including but not limited to taxi cost estimate, airfare cost comparison; coordinate travel reservations using Omega Travel, and collect conference agendas and registration information from travelers.
                      • Update and maintain the emergency contact information and staff listing.Ensure that office phone trees are up-to-date and accurate and make updates to reflect arrival/departure of staff
                      • Create spreadsheets, word documents, slides and other documents for the office.

                        Prepares inventory and purchase requests and assists with property 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.
                        • Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities.
                        • 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 all receiving problems; maintain records and spreadsheets of all requests.


                          • Review all Property for ORWH to determine that all equipment is accounted for and assigned to an employee; coordinate Property activities for the office as directed.
                          • Ensure that all shared office space and equipment (i.e., copier, conference room, supply room, etc.) are in working order to meet daily business needs.
                          • Place procurement requests with the proper justifications and supporting documentation through the NIH POTS system.

                            Coordinates with management on special projects.

                            • Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
                            • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.
                            • Coordinate all administrative aspects of special projects.
                            • Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
                            • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
                            • Develops detailed project plan(s) and apply project management principles to implement projects.
                            • Ensure successful execution of projects and provide updates on project progress to Leadership; ensure that projects stay on task and reaches its goals and objectives.
                            • Serves as Liaison to ORWH or other NIH staff on various projects, as directed.
                            • Update activities tracker and run reports for staff`s review.
                            • Identifies to Leadership issues, concerns and potential risks that may impact project progress, i.e., missed or delayed deadlines.
                            • Draft lessons learned reports, as requested, to document successful experience and practice of the project.
                            • Work with the Office of Research Facilities and/or Office of Research Services and others in the Office of the Director and NIH to coordinate any building maintenance, repairs or renovations, as directed.

                              Researchers and proposes new administrative procedures.

Keywords: E-Talent Network, Bethesda , Program Support Assistant, Other , Bethesda, Maryland

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