Program Support Specialist
- Location: Bethesda, MD
- Type: Direct Hire
- Job #33139
National Institutes of Health (NIH)
· Provide administrative support to the Principal Investigator (PI) during execution of day-to-day functions, planning and implementation of projects, including, setting priorities, managing assigned tasks, monitoring project status, reviewing deliverables, and providing status updates.
· Maintains the Principal Investigator’s daily calendar, making appointments, arranging conferences and meetings without specific prior approval based on knowledge of the PI’s schedules.
· Controls all correspondence for the PI: Receives all incoming unclassified mail for the PI and maintains a daily log of all official mail; Determines whether correspondence should be brought to the attention of the supervisor, referred to the appropriate personnel or handled personally; Follows up on incoming mail to ensure timely and appropriate action; Reviews all outgoing correspondence for neatness, accuracy, adherence to established format and adherence to the supervisor’s policies; Drafts correspondence such as routine official correspondence, social and personal acknowledgments, congratulatory letters, acceptance letters and routine office reports.
· Receives all visitors and telephone calls to the PI. Screens calls by determining the nature and purpose of the call referring calls not requiring the supervisor’s attention to other staff members or handling the matter personally. When calls must be referred to the PI, the incumbent furnishes that PI with information readily obtainable to aid in the discussion.
· Coordinate and assist with submission of scientific publications.
· Coordinate, plan, prepare and edit documents for submission related to Principal Investigator (PI’s) professional activities, such as boards and committees.
· Research, develop, review and revise a variety of documents and reports related to such initiatives; create executive summaries, budget estimates, flow sheets, flip files, summary matrices and talking points.
· Coordinate the planning of scientific meetings, including communications with distinguished lecturers, invited guests and participants, registration and meeting logistics.
· Schedule and organize meetings and work with staff to identify key issues that must be addressed at the meetings: develop an agenda; identify, assess, draft, edit, revise, and assemble necessary background materials.
· Plan, coordinate and comprehensively handle logistics for PI’s domestic and international travel, including outside activities and sponsored travel.
· Create and process travel authorizations and travel reimbursement vouchers which may include making necessary travel arrangements for the lab staff.
· Maintain databases for tracking, analyzing and reporting of all activities including, professional activities, travel, and project management.
· Coordinate signature and review for a variety of time-sensitive, confidential documents such as grant proposals, professional licensure reimbursement requests, and memorandums of understanding; receive and process action items submitted to the Principal Investigator and outside stakeholders for response.
· Analyze information and materials requested and determine the appropriate components and staff to assist in the preparation of responses.
· Review, process, and enter requests for necessary NIH government systems, such as CGE, POTS, LMS, FPS, and NED.
· Prepare personnel packages for new, renewing, and terminating lab staff and assist with the onboarding and offboarding of lab staff.
· Create and manage conference room reservations.
· Obtain ethics clearances for ad hoc requests, including, but not limited to, travel.
· Develop periodic and special reports and procedures; search records and files, the internet, background materials and precedent references.
· Obtain information and data for the PI; review and summarize materials and data.
· Gather and coordinate information for review, conduct data entry and file maintenance, edit and or prepare text, data and charts as needed.
· Prepare a variety of documents to include, but not limited to letters, memorandums and any other assigned material, (reports, schedules, agendas, manuscripts, abstracts, graphs etc.); obtain ethics clearances as needed.
· Prepares and gathers material for use in reports, presentations and speeches of the supervisor. This includes maintaining a file of visual aids for use in presentations and making all arrangements for the presentations.
· Assist with the processing and workflow of incoming medical records and imaging studies sent to PI for second opinions or evaluation for clinical trials.
· Follow up on all assigned projects and correspondence to ensure that timely completion of tasks and/or deadlines is met.
· Assist PI and lab staff with ad hoc clerical and administrative tasks as necessary.
· High School degree. College experience or college degree preferred.
· Minimum of three years’ experience in related field.
· Knowledge of federal privacy laws and/or patient privacy laws to ensure complete confidentiality of patient information.
· Strong experience with Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint).
· Strong oral and written communication skills.
· Excellent organizational and time management skills.
· Knowledge in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference.
· Ability to work independently and in a collaborative team environment consisting of a diverse population.
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