Position RequirementsOverall Position Summary and ObjectivesMin EducationResume Max PagesThe Executive Assistant (EA) to the Chief of Data Analytics for the All of Us Research Program will work closely with the Chief providing expert administrative support. The Office of Data Analytics was established in late 2022. The EA will support the Chief in performing all the duties of this new Office, success of which requires expert coordination across all current Divisions and Offices of the Program. The EA will also support the Chief in the coordination of hiring and engagement activities, coordination of meetings and events, and travel coordination. Data Analysis, critical thinking, collaboration, and very strong communication skills are critical attributes and skills of a successful candidate.Associate's3Additional QualificationsCertifications & Licenses- Certified Administrative ProfessionalField of Study- Business Management and AdministrationSoftware- SharePoint - MS Office - WebEx - SLACK - Google Suite - Atlassian Confluence - Jira - ConcurSkills- Expense reconciliation, project management/planning, timekeeping, fellowship program management - Project management, website content management - Meeting minutes/summary reports - Executive level support - Meeting coordination - Outreach Activities - Travel planning - Data analysis - Calendaring - NIH experience Preferred - Strong Communication Skills - SchedulingDeliverablesDaily activities of the EA include but are not limited to management of email correspondence and drafting of responses, scheduling meetings within and outside of the Program, and organizing and tracking of tasks for the Director and staff of the office. - Daily
Daily Ad hoc activities of the EA include but are not limited to travel coordination (confirmation of agenda/itinerary, preparation of pre-and post-travel documentation, etc.); onboarding of new hires; assistance with meetings (including preparation of materials for presentation, creating agendas, facilitating meetings, taking minutes, and tracking completion of action items); planning and coordination of special projects and tasks; and creating tracking systems for Director and staff activities. - Ad-Hoc
Statement of Work DetailsProvides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
Make recommendations to resolve problems that arise.
Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
Provide high-level administrative task support within the Branch.
Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
Assist Director with onboarding new Branch staff (reviewing certs and resumes, identifying candidates, setting up interviews, capturing feedback from interviews, prepare onboarding paperwork) 1
Manage, monitor and track electronic correspondence directed to principal; prepare draft replies to regular and electronic correspondence. 2
Maintain a list of Action Items for the Director and future staff, and track their progress/completion. 3
Update and maintain calendar for Director of Pediatrics and future Branch staff members. 5
Review incoming correspondence and documents requiring approval.
Assist with documentation for various awards (SLRP, special act, director’s service excellence, etc).
Schedules and maintains an accurate tracking system of all activities.Schedule and maintain tracking system for all activities.
Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
Coordinate Director and future staff travel, including itinerary development, delivery of briefings and related materials; generate and prepare required documents prior to and following travel.
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Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.Research and propose new administrative procedures.
Review and summarize the content of incoming materials, specially gathered information, or meetings.
Coordinate the new information with background office sources; draw attention to important parts or conflicts.
Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
Plans and completes various special projects.Conduct computerized searches of library references, scientific publications and other databases;
Extract and consolidate pertinent information.
Organize scientific articles and materials.
Plan and complete various special projects.
Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
Provide editorial and logistical assistance to staff on managing special projects/activities.
Research information requested and provide that information; maintain the status of projects; follow up on actions through contact with office staff
Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
Develop briefing papers, speeches and remarks, talking points, data visualization tools, and background materials for internal staff meetings and external engagement events.
Work with Division and Branch staff on the planning of events, workshops and team conferences; develop the agenda; organize panel members and speakers; coordinate logistics.
Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms.
Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
Establish and prioritize meetings appointment priorities, or reschedule or refuse appointments or invitations.
Contact participants and notify them of topics to be discussed.
Schedule room and audio visual reservations.
Prepare agendas, handouts and background materials.
Work with staff on creation and preparation of presentations and slides ; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes
Attend and participate in staff meetings.
Updates databases and spreadsheets and creates reports for management.Develop, maintain and update spreadsheets for personnel, budget and travel actions.
Develop and manage databases as needed to track protocol metadata and quality control checks.
Develop and/or complete forms and prepare for staff’s signatures.
Maintains inventory and initiates purchase requests.N/APhysical RequirementsWill the individual be in contact with any of the following:AsbestosHigh noise levelsSmall animals(fish, birds, rodents etc.)Large animals (cats, dogs, sheep etc.)Non-Humanprimates (rhesus, cynos etc.)NonHumanprimate tissuesRadiationHuman blood or other body fluidsPatient/HumansubjectsLasers (Open or Closed)NoNoNoNoNoNoNoNoNoNoWill the individual have contact with any of the following:HIV-1HIV-2HTLV I/IIMMR VirusesRabies VirusSIVTaxoplasmosisVaricella VirusOrthopox VirusNoNoNoNoNoNoNoNoNoWill the individual have contact with any of the following:AerosolsBiological InhalantsCorrosive SubstancesInorganic dusts and powdersInsecti/Herbi/ PesticidesOtherPlasticsHeavy MetalsPetroleumproductsSolvent sSensitizing AgentsNoNoNoNoNoNoNoNoNoNoNo
Job Type: Contract
Pay: From $30.00 per hour
Benefits:
Schedule:
Ability to commute/relocate:
- Bethesda, MD 20817: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Microsoft Excel: 2 years (Preferred)
- Microsoft Powerpoint: 2 years (Preferred)
Work Location: In person