FirstBank Jobs

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. This role will independently provide support services to satisfy the overall operational objectives of the National Institute on Minority Health and Health Disparities. The primary objective is to provide services and deliverables through performance of support services. This is a full-time opportunity located 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; schedule conference rooms.

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

• Set up and format spreadsheets to analyze information.

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

• Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow.

• Coordinate meeting planning and 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.

• Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.

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

• Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.

• Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.

• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

• Update and develop content for web sites and/or SharePoint Site for Division intranet, and other formats of communication, and monitor for currency and accuracy of information.

• Prepare, review, and route various actions for submission to the Division Director and Administrative Officer.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for travel, official duty memoranda, training requests, etc.

• Coordinate the printing and conversion of paper documents to electronic files.

• Prepares PowerPoint Presentations to include but not limited to development of draft presentations, incorporating feedback into presentations, updating existing presentations, reviewing presentations for accuracy.

• Provide logistic support for IC council.

• Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.

• Organize, coordinate, and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.

• Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information.

• Develops, maintains, and updates documentation, databases and spreadsheets for personnel, budget, and travel actions.

• Prepares inventory and purchase requests and assists with property management.

• Coordinates with management on special projects.

#SOAR

What You Will Need :

• Bachelor’s degree

• At least EIGHT (8) years of experience in Executive level support/operations, Operations Logistics, E-Commerce, Business Management and Administration, General Business, Hospitality Management, Human Resources and Personnel Management, Miscellaneous Business Medical Administration, OR Humanities.

• Previous experience with the National Institute of Health (NIH) required.

• Knowledge of NIH procurement, expense reconciliation, purchasing, and administrative systems.

• Experience with project management/planning, website content/social media management, and/or fellowship program Management.

• Previous experience in meeting coordination, calendaring, scheduling, and/or travel planning.

• Experience with data analysis, outreach activities, and/or timekeeping.

• Proficiency with Microsoft Office, SharePoint, PowerPoint, and WebEx.

What Would Be Nice To Have :

• Master’s degree preferred.

• At least FIVE (5) years of NIH experience preferred.

• Knowledge of the Federal Travel Regulation

• Knowledge and proficient use of Concur, Procurement Online Track Systems (POTS), and Integrated Time and Attendance System (ITAS).

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

• Care.com 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 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com . 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.