Staff 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 Staff Assistant to provide will independently provide support services to satisfy the overall operational objectives of the National Institute on Minority Health and Health Disparities (NIMHD). The primary objective is to provide services and deliverables through performance of support services. This is a full-time, on-site opportunity in Bethesda, MD.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports, and various forms.

• Coordinate meetings, workshops, and courses for staff. Tasks may include making logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.

• Collaborate with Division Director, Division Staff, and Administrative Officer on a variety of actions. Serves as the primary Point of Contact between the Division Staff and the Division Director and Administrative Officer.

• Set up and format spreadsheets to analyze information. Some examples of this type of request may include developing, updating, and maintaining 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 office daily calendar and schedule appointments.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.

• Proactively research policy (HHS, NIH, NIMHD, and Division) to answer Division staff questions. Work collaboratively with Administrative Officer to ensure any guidance provided aligns with NIMHD practices. Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.

• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests. Explain HHS and NIH property policies, procedures, and regulations in relation to the acquisition of accountable property items.

• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for travel, outside activities, official duty memoranda, training requests, individual/ mass mailings, correspondence, reports, and various forms.

• Review all outgoing correspondence for neatness, accuracy, adherence to established format, and adherence to leaderships policies; draft correspondence, such as routine official correspondence, social and personal acknowledgements, congratulatory letters, acceptances letters, and routine office reports.

What You Will Need :

• Bachelor's degree

• Minimum of Six (6) years of general administrative experience.

• Experience with scheduling, calendaring, timekeeping, and/ or expense reconciliation.

• Knowledge of the Federal Travel Regulation (FTR) and travel planning

• MS Office, including SharePoint.

What Would Be Nice To Have :

• NIH experience preferred.

• Familiar with project management, website content management, and/ or data analysis

• Provide executive level support.

• Meeting coordination, minutes/summary reports

• Knowledge of NIH procurement, purchasing and administrative systems

• Experience with fellowship program management, outreach activities

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

Benefits include

• Medical, Rx, Dental & Vision Insurance

• Personal and Family Sick Time & Company Paid Holidays

• Parental Leave

• 401(k) Retirement Plan

• Group Term Life and Travel Assistance

• Voluntary Life and AD&D Insurance

• Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts

• Transit and Parking Commuter Benefits

• Short-Term & Long-Term Disability

• Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities

• Employee Referral Program

• Corporate Sponsored Events & Community Outreach

• ~~~ annual membership

• Employee Assistance Program

• Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)

• Position may be eligible for a discretionary variable incentive bonus

About Guidehouse

Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at ~~~ or via email at ~~~ . All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.