Executive Assistant/Program Analyst

3 weeks ago

Bethesda, United States Wits Solutions Inc Full time
Job DescriptionJob Description

Wits Solutions Inc. (WITS) is a SBA certified 8(a) company with headquarters in the metropolitan Washington D.C. area. WITS has been providing best-in-class solutions in professional IT and administrative consulting to various Federal, State, Local and commercial customers. At WITS, we believe in working not for our clients but with them. This is why right from the beginning; our analysts and solution-builders work closely with our clients to ensure that the project outcomes continue to deliver value long into the future.

Job Description:

Security Clearance:

  • Secret

Education/ Certification Mandatory:

  • Bachelor's degree

Work Experience Mandatory:

  • Minimum seven (7) years of experience providing administrative support to a Government Agency
  • Knowledge of preparing NIH travel orders using the NBS travel system (Concur Government Edition).
  • Knowledge of NIH procurement processes.
  • Experience with NIH ITAS timekeeping system.
  • Strong knowledge and advanced skills in the Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint and Access), SharePoint.
  • Exceptional organizational and time management skills.

Work Experience Nice To Have:

  • Prior Agency Experience

Roles and Responsibilities:

  • Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks, and responding to written communications.
  • Design and update systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
  • Maintain and utilize various administrative databases. Answer phones and be knowledgeable about division activities so that information can be given to callers about Division/Office activities and callers can be referred to appropriate staff. Manage calendar(s) for staff; establish appointment priorities; accept, schedule, reschedule and/or decline appointments or invitations on behalf of the Division/Office.
  • Arrange all travel (local, national and international) for staff; submit vouchers and documentation after travel is completed.
  • Complete special projects, such as organizing staff retreats or planning large meetings.
  • Serve as liaison to and work with staff in the office within NIDDK.
  • Provide information to outside clinics related to staff availability for patient care and maintenance of patient care credentials.
  • Summarize the content of incoming materials, specially gathered information, or meetings to assist executive staff.
  • Edit a variety of documents such as travel requests, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, correspondence, conflict of interest and various other forms.
  • Perform timekeeping duties.
  • Prepare annual evaluation and bonus nomination forms for staff; obtain all necessary signatures: file and distribute.
  • Schedule semi-annual performance reviews for professional staff.
  • Develop and distribute agendas for staff meetings; maintain the schedule of rotating note takers. (Deliverable 2)
  • Research and compile annual travel projection numbers.
  • Organize and maintain division personnel files.
  • Serve as divisional contact for all maintenance requests.

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