Gap Solutions Jobs

Position Objective: Provide services as an Executive Assistant in support of the overall functions of the Office of the Director (OD) within the National Institutes of Health (NIH). The purpose of the position is to provide direct executive level support to the ECHO Director.

Duties and Responsibilities:

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.

• 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.

• Keep government abreast of all commitments via the maintenance of daily calendar.

• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.

• Review and summarize the content of incoming materials, specially gathered information, or meetings.

• Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.

• Extract and consolidate pertinent information.

• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.

• Research information requested and provide that information; maintain 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.

• 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. 5

• Contact participants and notify them of topics to be discussed.

• Prepare agendas, handouts and background materials.

• Create summaries and reports based on information gathered. 4

• Develop and/or complete forms and prepare for staff’s signatures. 3

• Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items. 1

• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner. 2

• Perform direct executive office support for the ECHO Director.

• Manage calendar appointments and evaluate email and correspondence to determine and prioritize action items and coordinate responses within established deadlines.

• Coordinate ECHO Director travel arrangements, prepare routine travel reservations, authorizations and vouchers using an automated travel system.

• Prepare for and coordinate events and meetings.

• Develop and maintain a system to generate reminders for completion deadlines.

• Resolve complex administrative problems by scheduling and when necessary, rescheduling planned meetings, identifying appropriate contacts, administering databases and files, and finding new information sources.

• Review and verify timecards using an automated timekeeping system and prepare corrections.

• Prepare purchase requisitions into the automated system, ensuring accurate accounting and routing information. – Daily.

  Basic Qualifications:

• Associate’s degree in Business Management and Administration or a related discipline.

• Certified Administrative Assistant.

• Skilled in SharePoint, MS Office, Concur, WebEx, and ITAS.

• Experienced in meeting coordination, executive level support, travel planning, calendaring, and scheduling.

  Minimum Qualifications:

• Ability to multi-task and pay close attention to detail.

• Excellent analytical, organizational and time management skills.

• Strong communication skills, both oral and written.

  *This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

  GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

  This position is contingent upon contract award.

Requisition ID: 6768