Program Analyst IV/Executive Admin Assistant

Description

JOB TITLE:  Program Analyst IV/Executive Admin Assistant 

POSITION NUMBER: 2407-07587-PA4

POSITION LOCATION: Atlanta, GA, USA

ANTICIPATED START DATE: Two weeks after candidate identification

TRAVEL: As required to fulfill the responsibilities of the position.

ASRT, Inc. provides scientific, information management, management consulting, bioinformatics, and administrative program support to the Centers for Disease Control and Prevention (CDC) and other Federal and private sector clients. The successful candidate will be a full-time employee of ASRT, Inc., and will be assigned to the Office support a division within the CDC, located at 1600 Clifton Road, Atlanta, GA, to provide administrative support to the Center.

SCOPE OF WORK

The Program Analyst IV/Executive Admin Assistant will provide administrative support across a division.

MAJOR DUTIES AND RESPONSIBILITIES

General Duties

• Provide support to Center managers by performing highly responsible  administrative work of an operational or technical nature. The Program Analyst IV/Executive Admin Assistant is expected to routinely check their work products to avoid making errors and to ensure that they produce high-quality outcomes for each of the work activities described below.
• Anticipate delays or scheduling conflicts and/or challenges, notify  office and program staff of workplace challenges in sufficient time to  resolve or avoid them, and implement early and effective problem resolution. This includes a. Perform clerical, administrative, and data  entry duties and b. Provide substantial coordination and interface with  other Center staff.

Travel Program - Provide support services for the Center travel program by CDC practices and the Federal Joint Travel Regulations as follows:

• Plan travel (domestic and international) in conjunction with managers and travelers, using independent judgment to propose the most efficient travel itinerary.
• Prepare travel orders and process travel reimbursements for Board of  scientific Counselors (BSC) members and guests by following the Center practices and the Federal Joint Travel Regulations.
• Schedule travel arrangements including flights, ground transportation, rental vehicles, hotels, and other necessary travel. Draft      travel justification statements, as needed, for review by the traveler.
• Prepare travel orders and process travel claims.
• Prepare a travel folder that includes background (confirmation or reservation numbers, locations of meetings and flights; information for submission and routing of travel claims; logistics for travel once arriving at the destination); emergency assistance during travel; preparation of boarding documentation for the day before travel; document for trip progress reports; and submission of paperwork for travel comp time as appropriate.
• Collect travel reimbursement documentation and create vouchers in the travel system to ensure travelers have signed their voucher within 5 business days of the trip's end date.
• Attend Travel Preparer bi-weekly meetings with OD.
• Travel preparer should be knowledgeable and understand the rules and regulations that the Center must abide by which include the Department of Health and Human Services (HHS) Travel Manual, Federal Travel Regulations, and Joint Federal Travel Regulations.
• Update travel logs as needed.

Meetings

• Provide planning and scheduling of meetings for senior-level staff members to include drafting agendas, sending reminders, drafting notes from meetings, maintaining them on SharePoint, and reviewing/revising meeting minutes to distill pertinent information for OD.
• Use strong interpersonal skills to provide substantial coordination and interface with other CIO staff and Division Staff
• Manage the Calendar of the assigned senior staff member by responding to meeting invites and inquiries, noting dates and times of important events, and rescheduling meetings as needed.
• Meet with assigned senior staff members daily to review the calendar and provide any pertinent updates.
• Provide administrative meeting support to the Board of Scientific Counselors (BSC) meetings as needed.
• Schedule conference room or arrange bridge line for meetings, and unless otherwise indicated, facilitate professional meeting logistics, including verifying that the meeting room is ready, requested equipment for the meeting is supplied, operational and the bridge line is open and ready for the meeting to begin.
• Monitor the conference room and schedule the logistics for meetings/webinars as necessary.
• Resolve con