Program Support Assistant

Job Family:

Administrative Services (Digital)

Travel Required:

None

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:
We are currently searching for a Program Support Assistant to provide services and deliverables through performance of support services.  This is a full-time, on-site opportunity in Bethesda, MD.

• Coordinate the day-to-day office operations, including, but not limited to problem and conflict resolution, organization and prioritizations of tasks; respond to written communications.
• Process pre-travel, travel requests, authorizations and vouchers in the DPCPSI Dashboard and CGE, as requested.
• 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.
• 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.
• Enter requests for office supplies using POTS.
• 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.
• Set up and coordinate remote and live meetings and events for the office; query for attendees’ schedules; reserve conference space; ensure that room, WebEx and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line is set up correctly and all materials are available for the meeting; make name badges, sign-in sheets and other ways to account for attendance; take meeting notes and document major meeting findings or actions; provide meeting minutes within one week after the meeting occurs.
• Update and maintain staff calendars; ensure that staff attends meetings; coordinate all meeting materials and provide to the staff prior to the meeting.
• Coordinate trans-ORWH meetings.
• Ensure that office phone trees are up-to-date and accurate and make updates to reflect arrival/departure of staff.
• Coordinate access to the conference room and scheduling.
• Provide parking stickers for visitors as needed; track parking sticker use and reorder within the parameters decided by the IC as needed.
• Serves as Liaison to ORWH or other NIH staff on various projects Coordinates with and acts as back up to other program support assistants.
• 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.
• Submit Help Desk tickets as needed to remediate IT or phone or other communications issues.
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
• 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.
• Maintain files according to the ORWH internal policies and principles.
• Create spreadsheets, word documents, slides and other documents for the office.
• Maintain the office shared drive and common office calendars.
• Update and maintain the emergency contact information and staff listing.
• Review all Property for ORWH to determine that all equipment is accounted for and assigned to an employee; coordinate Property activities for the office.
• Provides documents and other materials to the COR or Communications Director to ensure timely promotion and clearance of events; track delivery and clearance of materials.
• 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.
• Develops detailed project plan(s) and apply project management principles to implement projects.
• Gather and analyze information about processes and programs.
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions.

What You Will Need:

• Bachelor’s degree
• At least 5 years of experience

What Would Be Nice To Have:

• Social media
• Knowledge of the Federal Travel Regulation
• Meeting minutes/summary reports
• Execu