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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
(TEMP) Executive Assistant @ ORIP
Consulting firm in Gaithersburg, MD seeks a TEMPORARY Executive Assistant who will be based at our client site in North Bethesda/Rockville for approximately six (6) months assignment. The contractor will independently provide support services to satisfy the overall operational objectives of the Office of the Director (OD), Division of Program Coordination and Planning and Strategic Initiatives (DPCPSI), Office of Research Infrastructure Programs (ORIP). The primary objective is to provide services and deliverables through performance of support services.
The contractor shall:
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information related to projects and program activities.
- Compose correspondence requiring some understanding of technical matters within the program.
- Serve as the point person for ORIP Director regarding logistic support for meeting; coordinate logistic information with other NIH and OD units.
- Keep records of service contracts and additional support.
- Note commitments made by executive level staff during meetings; arrange for staff implementation.
- Gather and analyze information about processes and programs; prepare reports, letters and gather other documents for review and input for programs, policies and activities.
- Set up and format spreadsheets used to analyze information.
- Independently arrange for ORIP Director to represent the organization at conferences and meetings; establish appointment priorities; reschedule or refuse appointments or invitations.
- Read outgoing correspondence for executive level staff approval; alert writers to any conflict with the file or departure from policies or staff viewpoint; make recommendations to resolve problems that arise.
- In the executive level staff’s absence, ensure that requests for action or information are relayed to the appropriate staff.
- Coordinate the day-to-day office operations, including, but not limited to, conflict resolution
- Organization and prioritization of tasks, and responding to written communications.
- Coordinate the printing and conversion of paper documents to electronic files.
- Develop, maintain and utilize various administrative databases.
- Prepare a variety of items including travel requests, professional service orders, requests for sponsored travel, outside activities, official duty memoranda, training requests, agendas, manuscripts, abstracts, protocols, individual/mass mailings, correspondence, reports and various forms with responsibility for proper format, grammar, punctuation and spelling.
- Update, and maintain shared calendars.
- Coordinate and set up meetings, workshops and courses for staff.
- Make arrangement for meetings; schedule conference rooms.
- Maintain office records including office procurements and reimbursement procedures.
- Provide support with timekeeping duties.
Upon request, the contractor shall provide documentation evidence of any and/or all work product, including, but not limited to, the following tasks:
- Work products and documents related to designing and coordinating systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities; compose correspondence requiring some understanding of technical matters within the program; serve as point person regarding logistics support for meeting; coordinate webinars, conference calls and other communications with contractors and investigators.
- Work products and documents related to coordinating the day-to-day office operations, including but not limited to, problem and conflict resolution, organization and prioritization of tasks, and responding to written communications.
- Computer generated work including preparing letters, memoranda and any other assigned material (reports, schedules, manuscripts, abstracts, protocols, etc.); schedule and maintain tracking system for all activities, including documentation; maintain contact database and staff schedules/calendars; update and develop content for websites and monitor for currency and accuracy of information; set and format spreadsheets used to analyze information.
Certifications, license, physical requirements or other expertise required
The contractor must have:
- Associate degree in business, management or equivalent discipline.
- Minimum five (5) years of experience in related field.
- Knowledge of Microsoft Office Suite (MS Word, Excel, Outlook, Access).
- Strong communication skills.
- Strong organizational and time management skills.
- Excellent organizational and time management skills.
Program Assistant @ ORWH
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.
The Program Assistant shall:
- 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.
For all positions, candidates should send resumes to email@example.com.
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