We are currently searching for a Management Analyst to Provide support services to satisfy the overall operational objectives of the Fogarty International Center. This is a full-time, on-site opportunity in Bethesda, MD.
Duties & Responsibilities
- Coordinate the preparation of a variety of documents on behalf of the Executive Officer such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, training requests, individual/mass mailings, correspondence, reports, and various other forms.
- In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues.
- Develops project management documentation.
- Coordinate daily office operations, including, but not limited to, organization and prioritization of tasks, and responding to written and oral communications.
- Monitors and reports progress to project owners.
- Analyze information requirements to develop reporting systems including the systems specifications, data gathering and analytical techniques, and systems evaluation methodology.
- Prepare business process reviews, studies, and reports on efficiency.
- Facilitate business process improvement activities, to include documenting as-is processes, gathering to-be requirements and validating capture with staff.
- Analyze and evaluate proposed changes in operating procedures and draft standard operating procedures.
- Conduct assessments of standard operating procedures (SOP) and prepares recommendations for improvement.
- Assess business strategies and operating plans for consistency with variety of institutional, governmental and industry standards and best practices and draft reports for upper management.
- Review administrative audit and investigative reports to determine appropriate changes.
- Review operational and programmatic budget data and provide analysis of obligation and spending.
- Prepare detailed reports based on research and findings and present at meetings and briefings.
- Review business, operations and program plans for consistency and compliance with institutional and governmental policies.
- Attend routine staff and business meetings for awareness and to take notes for distribution.
- Capture meeting minutes and prepare final documentation for distribution to participants.
- Present information and status updates on projects and studies ongoing within the organization.
- Assists operational and program staff identify, capture, and evaluate unique performance criteria.
- Work with staff to develop spreadsheets for tracking budgets; provide summaries to be used to evaluate spending patterns.
- Monitor and verify accuracy of data; research and analyze records; identify and correct discrepancies.
- Collaborate with staff on budget tracking and protocol management.
- Serve as the POC and requestor for POTS system.
- Inventory supplies and equipment; prepare and submit training, supply, equipment, service, and advertisement orders; coordinate with vendors to obtain quotes and ensure receipt of items.
- Gather, analyze, and prepare justifications for administrative requests, input requests into NIH databases.
- Work with staff to coordinate resources as they relate to ongoing activities.
- Assist with coordination of special projects for FIC Center Wide.
- Maintain office records including office procurements and reimbursement procedures.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- 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.
- Gather and analyze information about processes and programs; prepare reports, letters and other documents for review and input for various programs, policies, and activities.
- Develop, maintain, and utilize various scientific databases.
- Work with staff to create and manage APTI database; monitor information for relevance and accuracy.
- Update/maintain shared calendars; manage appointments, commitments, and invitations for the Office of Director staff.
- Schedule workshops and conferences.
- Note commitments made by executive level during meetings and collaborate with Federal staff to implement them.
- Coordinate, prepare and submit local travel, complex foreign and domestic travel authorizations, sponsored travel, and travel vouchers. Apply knowledge of Federal Travel Regulations, Health and Human Services Travel Policy and the National Institutes of Health Travel Policy. Ensuring all required documentation and justifications are included to facilitate efficient approvals.
- Explore and recommend the most efficient travel options which are most advantageous to the government when making travel arrangements for airfare, train, and hotels; prepare required documents and justifications for special requests and secure advance approval when needed.
- Provide itinerary planning, schedule coordination, preparation and follow through on all required travel requests; arrange for issuance of official passports and visas; submit and track travel documentation.
- Determine expenses covered by sponsors; ensure all sponsored travel invitation letters follow government regulation; acquire approval for acceptance of sponsorship through Ethics Office.
- Independently, arrange for senior staff to represent the organization at conferences and meetings, establish appointment priorities, or reschedule appointments or invitations.
- In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff in a timely manner.
- Forward updated website content and changes to IC Communications Division to maintain current and accurate website content.
- Maintain and utilize various databases to perform research or data input for programs and projects.
- Create and maintain specialized spreadsheets to facilitate budget planning.
- Maintain data in local databases and prepares reports for program staff.
- Perform data entry and processes actions in extramural-related databases.
- Query material or data from databases and run standard reports on funded scientists.
- Provide Technical knowledge and support in developing and evaluating the administrative program, establishing process and procedures, and maintaining files.
- Produces various detailed reports for use by upper management.
- Conducts project analysis and reports to upper management.
- Develops and tracks project budgets.
- Bachelor’s degree in Business Management and Administration
- At least 3 years of experience
- Certified Administrative Assistant
- Executive level support
- Project management, website content management
- Data analysis
- Meeting minutes/summary reports
- Meeting coordination
- Expense reconciliation, project management/planning, timekeeping, fellowship program management
- Social Media, knowledge of the Federal Travel Regulation
- Outreach Activities
- Travel planning
Dovel Technologies and its Family of Companies (Medical Science & Computing and Ace Info Solutions) was acquired in October 2021.
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