NICHD OD Executive Assistant - Axle

Create summaries and reports based on the information gathered. 5 

Update and maintain the Program and Employee Services (PES) personnel list and phone directories. 

Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES. Develop and/or complete forms and prepare for staff's signatures. 

Develop, maintain, and update spreadsheets for ongoing projects. 

ANALYSIS - Analyze and evaluate, on a quantitative or qualitative basis, the effectiveness of programs or operations in meeting established goals and objectives; and analyze and integrate program financial, technical, and other information. 

ANALYSIS - Analyze organizational priorities and provide a wide range of liaison services to support program and/or administrative functions, including the development and implementation of policies and procedures. 

ANALYSIS - Define goals to be met on major program issues, recommend a course of action, and implement the course of action chosen for various administrative areas of the organization, such as budget and fiscal management. 

ANALYSIS - Develop detailed plans, goals, and objectives for the long-range implementation, administration and change of the assigned program, and develop criteria for evaluating the effectiveness of the program. 

ANALYSIS - Serve as an expert program analyst and provides assistance in one or more of the following areas: policy analysis, program oversight, evaluation activities, strategic planning, and research coordination. 

Maintains inventory and initiates purchase requests. 

Maintain office records including office procurements and reimbursement procedures. 

Oversee inventory of office supplies. 

Prepare purchase requests, maintenance agreements, and draft justification for government signature of needed office supply items. Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner. 

POTS Ordering for Office of the Director. 

Handles meter reading requests (quarterly) for office printers/scanners.

Manage and prepare responses to a wide variety of internal and external correspondence. 

Create, format, and edit spreadsheets, presentations, and charts. 

Assist with performing searches of electronic and hardcopy files and databases for records, supportive data, and historical documents. 

Analyzes organizational priorities and provides a wide range of liaison services to support program. 

Defines goals to be met on major program issues, recommends a course of action, and implements the course of action chosen. 

Utilizes a high degree of qualitative and quantitative analytical skills in analyzing, evaluating, and improving the effectiveness of program operations. 

Independently researches and/or analyzes complex program issues, reviews, and develops recommendations. 

Schedules and maintains an accurate tracking system of all activities. 

Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken. 

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. Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information. 

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

Coordinate the new information with background office sources; draw attention to important parts or conflicts. 

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

Plans and completes various special projects. 

Organize scientific articles and materials. 

Plan and complete various special projects. 

Research information requested and provide that information; maintain the status of projects; follow up on actions through contact with office staff.

Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis. 

Arrange conferences and meetings and contacts attending professionals, make travel arrangements, maintain complex schedules and calendars, and advise staff on the most effective method and format of presentations. 

Update/maintain shared calendars; rearrange calendars to accommodate situations of an urgent nature. 

Establish and prioritize meeting appointment priorities, or reschedule or refuse appointments or invitations. 

Contact participants and notify them of topics to be discussed. 

Schedule room and audio visual reservations. 

Prepare agendas, handouts, and background materials. 

Work with staff on the creation and preparation of presentations and slides; provide task support for presentations and/or handouts (copy, print, distribute, etc.). 

After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes.

Manages parking stickers for Office of Clinical Director (OCD) and OCD visitors. 

Point of contact for guest applicants works to create an itinerary.

Updates databases and spreadsheets, and creates reports for management.

Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office. 

Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities. 

Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities. 

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. 

Participate in developmental activities involving studies and analysis of internal administrative operations, organizations, or management to achieve greater economy and efficiency. 

Gather, compile, analyze, and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes. 

Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization's strategic plans. 

Manages key requests for staff, property, timekeeping, and Leave Calendar for the Office of the Director (OD). 

Answer the phones and take messages 

Provide administrative support during meetings, including arranging for audiovisual displays, taking meeting minutes, and following up with summary minutes. 

Run reports and presentations for meetings as needed.