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Beverly J. Campbell, President
Stacy Philipson Grenis, Vice President of Administration
The Scientific Consulting Group, Inc.
656 Quince Orchard Road, Suite 210
Gaithersburg, Maryland 20878-1409
Seeking administrative professional with an eye for detail, initiative, and the ability to work independently in a fast-paced environment. Will support our client at a large federal agency responsible for biomedical and behavioral research. Successful candidates will be energetic, self-starters who are focused on customer service.
Responsibilities and Duties
This position serves as a Senior Administrative Assistant to a SES-level Deputy Division Director. The duties to be performed may include, but are not limited to:
- Manages the Deputy Director’s calendar, scheduling both external and internal meetings, ensuring the Deputy Director attends meetings on time, and preparing meeting folders with appropriate meeting materials. Serves as backup to the Executive Assistant to the Division Director in scheduling meetings and providing other assistance when the Executive Assistant is out of the office.
- Plans, schedules, organizes, and executes group meetings (checking attendee schedules, reserving facilities, arranging for audiovisual support, and coordinating meeting logistics such as distributing meeting materials and arranging Skype/video teleconferences)
- Responds to routine questions, routes calls to appropriate staff and/or relays messages, checks office voice mail box, orders supplies and tracks usage levels, distributes mail
- Tracks, records, and directs incoming and outgoing office documents, following established procedures. Creates and maintains office records, including but not limited to, office procurements, human resources requests, and project files.
- Submits and processes requests, including purchase orders for supplies and services, IT assistance, printing, telephone, copier and computer equipment, maintenance agreements for equipment, visitors parking stickers, building maintenance, and requests for price quotes.
- Proofreads, edits, drafts, or writes e-mails, letters, reports, and requests as directed and creates and maintains Excel spreadsheets and PowerPoint slides for presentations, generates meeting minutes, agendas, and other communication materials ensuring proper format, grammar, punctuation, and spelling.
- Maintains and updates documents for communications among staff (e.g., ListServs and distribution lists) to facilitate the efficient flow of information relating to projects, program activities, and other tasks.
- Distributes mail, prepares photocopies, and assembles printed materials; coordinates the printing and conversion of paper documents to electronic files.
- Drafts and edits various written materials: correspondence, reports, and various forms, official duty memoranda, individual/mass mailings, Provide property custodial services as requested: receive and reconcile property inventory list, as well as collect, consolidate and provide administrative rights.
- Assists in providing updates and changes to the division’s SharePoint site.
- Seeks approval for travel through the division’s automated system and the NIH travel system; works with the traveler and travel agency in planning travel; and follows-up with the traveler to ensure submission of vouchers within 5 days of return from travel.
- Provides administrative support to other senior managers in the division.
Qualifications and Skills
- Bachelor’s degree preferred; High School Diploma required.
- At least 5 years of experience with Microsoft Office applications (MS Outlook, Word, Excel, and PowerPoint) and SharePoint.
- At least 5 years of experience as a Senior Administrative Assistant to a senior-level executive; a college degree with some administrative experience can substitute for some of this requirement.
- Attention to detail, planning, and organization skills.
- Ability to apply common sense and good judgment in completing assignments and in prioritizing competing priorities.
- Ability to successfully interact and communicate with all levels of staff in an organization.
- Excellent communication skills and the ability to demonstrate initiative and follow-through on a broad range of administrative duties and to work effectively in a team environment.
Seeking a Program Assistant who will independently provide support services to satisfy the overall operational objectives of the Office of Research on Women’s Health. The primary objective is to provide services and deliverables through performance of support services.
- Development of detailed project plan(s)
- May need to act as a liaison to stakeholders on certain projects
- Work with the communications staff to ensure proper promotion and clearance for events
- Schedule meetings and take note for project team(s)
- Ensure successful execution of projects
- Manage and oversee issue resolution, discrepancies arising from stakeholders to assure issues or problems do not escalate
- Assures progress is made and identifies to leadership issues and potential risks including rising costs, missed or delayed deadlines
- Tracks delivery and clearance of materials
- Updating leadership on progress
- Process travel by planning, preparing, and entering travel authorizations, vouchers, and local vouchers in the CGE travel system.
- Preparing travel cost estimates for staff in regards to travel data calls budget projections.
- Obtain ethics approvals.
- Assisting staff in preparing and submitting memos for approval including late non-HHS conference, business card, BB approval requests, and other memos.
Upon request, the Program Assistant shall provide documentation evidence of any and/or all work product, including, but not limited to, the following tasks:
- Assist or develop project plans that define the vision and background of any given project and that defines scope, including boundaries, deliverables and requirements
- Provide reports of product acceptance criteria when requested
- Be able to provide written justification for any given project by performing analysis
- Upon request provide a written document that summarizes the project
- Developing the project schedule that defines time required for implementing the project, along with activity durations and milestones.
- Developing cost estimates that define how much funding will be required to perform the project and complete its goals and objectives.
- Developing a communications management plan that explains how communications between ORWH and its stakeholders should be established and managed in regards to the project as needed
- Ensures projects stay on task and reaches its goals and objectives
- Tracks and manages deliverables as needed
- Develops draft lessons learned reports as requested to document successful experience and practice of the project
Certifications, License, Physical requirements or other expertise required
- Minimum of five (5) years of related experience.
- Knowledge of NIH policies, procedures and policies.
- Ability to manage competing priorities
- Ability to engage and communicate with multiple stakeholders who may be more senior
- Skilled in time management
- Outcomes oriented
- Experiences in critical path analysis
- Experienced in identifying and managing risks
- Experience with Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint and MS Project)
- Strong communications skills, both oral and written.
- Knowledge of correct grammar, spelling, punctuation, capitalization and style.
- Excellent analytical, organizational and time management skills.
Interested candidate should submit resume and cover letter stating salary requirements.
Seeking a Program Specialist that will be based at our client site in North Bethesda/Rockville, MD. This position is housed within the Office of Strategic Coordination (OSC), Division of Program Coordination, Planning, and Strategic Initiatives, Office of the Director, NIH. The OSC is organized into three functional teams: the Program Team, the Operations Team, and the Policy, Planning, Evaluation, and Communications Team. The Program Specialist reports to the OSC Director and supports all three teams. A background in science/engineering at the bachelor’s degree level, strong experience with Office applications, and work experience involving logistical or organizational challenges is required.
Work to be conducted includes:
- Organizing conferences and meetings in support of Common Fund programs, including an annual symposium of our High Risk/High Reward investigators, workshops or symposia that integrate programs (trans-Common Fund workshops), and occasional site visits
- Developing agendas for office meetings, attending these meetings, and following up on action items with relevant staff
- Providing logistical support to the OSC Director for Council activities
- Editing office documents and providing quality control
- Coordinating the office travel planning process
- Working with staff in the NIH Director’s immediate office to organize meetings that involve the NIH Director and Principal Deputy Director
- Developing and implementing an office equipment replacement schedule
- Drafting slides and other documents as requested by the OSC Director
- Developing monthly reports to the NIH Director
- Other duties as needed
Program Support Assistant
Seeking a Program Support Assistant (PSA) that will be based at our client site in North Bethesda/Rockville. The PSA will be responsible for taking minutes at meetings, preparing the written summary and coordinating meetings. Candidate may also be asked to prepare narrative and tabular materials such as memoranda, correspondence and reports for review by originators. The PSA is responsible for use of proper grammar, spelling, capitalization, punctuation and format. The PSA utilizes a Document Correspondence tracking system to ensure a timely response to correspondence and reporting requirements of the office.
This position may make all necessary arrangements for travel for department members, presenters, and key scientific staff members, as well as prepares Domestic and Foreign Travel Orders/Vouchers using the Official Airline Guide to develop flight itineraries. The PSA may provide assistance to receive incoming correspondence and screen all materials prior to distribution for a response, follow up for the supervisor, and review correspondence prepared for the supervisor’s approval. Check for spelling, typographical errors, compliance with formats and procedural requirements. The PSA may assist with receiving visitors and telephone calls to the office, determines the nature of requests and directs callers to appropriate staff. Take requests for appointments with supervisor and staff after checking on their availability, confirms all appointments, and reschedules appointments upon request of the supervisor or staff member. Schedules appointments and makes arrangements for time, participants, and location of meetings in accordance with instructions from the supervisor.
The PSA responds to routine and nontechnical requests for information such as status of reports, response dates for matters requiring compliance, and similar information readily available from files. Prepares requisitions for office supplies, equipment, and publications. Performs a variety of administrative support duties, such as making extensive travel arrangements, making complete arrangements for large conferences, composing complex but nontechnical correspondence, locating and assembling information for various reports, briefings, conferences, etc., following up with staff members to insure that various commitments made at conferences and meetings are met, designing and organizing filing systems, planning and arranging the maintenance and preparation of information needed for budget reports, and organizing the flow of clerical processes in the office.
Special Assistant to the Director
Seeking a Special Assistant to the Director what will be based at our client site in North Bethesda/Rockville.
Scope of work
This position performs all duties consistent with a Special Assistant to the Director of the OAR, a senior level executive. In the OAR Director’s absence, redirects attention to assist the Acting Director of OAR and provides the same level of service to the Acting Director. The individual, at all times, maintains professionalism and composure. He/she also is able to nimbly adjust priorities with limited or no notice, resolve conflicts presented to him/her with appropriate guidance from senior staff or the COR, and importantly serve as a lead in the office to help accommodate fluctuating workloads of administrative staff by directing work to other administrative staff who provide support for senior OAR staff.
Task 1: Front Office Management
Collegially manage day-to-day front office operations, which includes serving as the OAR Director’s “right hand” to ensure that the front office functions efficiently so the Director can focus on the OAR mission. Tasks include but are not limited to
- Maintaining the front office as a quiet area conducive to work with minimal distractions.
- Receiving visitors, and as needed, directing them to the waiting area, or announcing them before they enter the Director's office.
- Anticipating changes or needed items.
- Notation and maintenance of the Director's task list (electronic and manual)
- Photocopying, and assembling printed materials as needed.
- Proactively and in an uninterrupting manner ensuring that the Director has sufficient supplies and other materials for work.
- Suggesting strategies to improve front office operations, including implementing strategies to organize incoming and outgoing correspondence and other documents for the office.
- Provide input to SOPs to reflect new or updated, and approved procedures. Procedures should be updated at least monthly.
- Respond to written and verbal communications on a daily basis.
- Track, record, and direct incoming and outgoing office documents. Tasks should be performed immediately upon receipt and are expected to occur numerous times daily.
- Ensure task blocks are added to the calendar based on deadlines and time needed.
Task 2: Document Development and Management
This task involves providing support for paper, electronic, and other files or materials in the OAR. Work involves creating or editing documents, correcting for grammar, punctuation, and spelling. It also involves using an electronic tracking system, and observing the NIH Records Retention Schedules. In addition, the individual uses experience and/or education to perform a cursory content review of the research, initiative, science, topic area, as requested by the COR.
- Drafting and editing written materials, including correspondence, reports, and forms, official duty memoranda. Reports include DDRMS, NIH Monthly Director’s Report, NIH Week Ahead Report and 30 Day Look Ahead Report.
- Generating meeting minutes, agendas, and other communication materials for proper format, grammar, punctuation, and spelling.
- Serving as the Executive Secretary to the Executive Committee meeting. Duties include preparing meeting agendas and minutes and tracking action items.
- Receive and track paperwork through the Document Tracking System as soon as items are delivered to OAR
- Creating and maintaining office records including office procurements and reimbursement procedures, and project files.
- Following established procedures for tracking documents.
- Coordinating the printing and conversion of paper documents to electronic files, as requested by the COR.
Task 3: OAR Director’s Calendar and Travel
The assistant will be expected to provide back-up and oversight in the maintenance of the OAR Director’s calendar at all times. Work involves:
- Overseeing Director’s calendar, reconciling competing priorities, responding to meeting requests, and keeping the OAR Director apprised of changes.
- Arranging meeting space and obtaining, confirming attendees’ schedules, and organizing meeting materials before the meeting.
- Setting up conference calls/Skype for Business meetings and ensuring the call details are provided to the OAR Director and meeting attendees.
- Using diplomacy and negotiation skills to make arrangements and ensure that meeting requests are responded to appropriately and in a timely manner.
- Coordinating the receipt and transfer of meeting materials.
- Monitoring the calendar and events attended by the OAR Director to ensure that she leaves adjacent meetings on time to attend later meetings.
- Reminders so the OAR Director attends meetings on time. Reminders may be electronic, verbal, or other depending on OAR’s preference.
- Printed calendars for the Director on a schedule determined by OAR.
- Meeting materials provided to OAR Director and meeting attendees in advance of the meeting. This includes but is not limited to meeting folders and background materials.
- As needed take notes at meetings and list follow-up or other action items requiring the attention of the Director.
- Printed, emailed, or other communication of travel and registration logistics for the OAR Director.
- Health-professions related graduate degree preferred; college education required
- Excellent communication skills, both oral and written
- Excellent analytical and problem solving skills
- Attention to detail, planning, and organization skills
- Ability to multi-task
- Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, and PowerPoint) and SharePoint
Deliverables: In addition to the items mentioned above, the contractor shall:
- Sign a nondisclosure agreement upon employment
- Submit a monthly status report due with the monthly invoice
- Attend meetings as required by the COR
- Submit other reports as required by the COR
For all positions, candidates should send resumes to firstname.lastname@example.org.
SCG is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
656 Quince Orchard Road
Gaithersburg, MD 20878
7315A Grove Road
Frederick, MD 21704