Business Intelligence Coordinator

4 weeks ago

Washington, Washington, D.C., United States Valiant Harbor International, LLC Full time
Job Description

The Business Intelligence Analyst (Administrative) role is a critical position within the ARPA-H office, providing comprehensive administrative and logistical support. This role requires the ability to coordinate and track various tasks and activities, manage documentation, maintain calendars, support briefings, manage files, assist with travel, and provide general office support.

Key Responsibilities
  • Coordinate and track taskers, drills, and exercises within the program/office to ensure all deadlines are met.
  • Maintain and manage calendars for ARPA-H staff, ensuring events are properly deconflicted, meeting invites are sent/accepted, and visit requests are coordinated.
  • Understand daily priorities and deadlines to effectively schedule and manage appointments.
  • Manage program documentation activities in alignment with ARPA-H SRO and SPEAR policies and procedures.
  • Oversee document repositories, including managing Program Approval Documents (PADs), MOAs, quad charts, and technical documentation.
  • Compile information from program managers, prepare and format presentations, plan pre-brief review sessions, and submit read-ahead documents.
  • Assist in formatting slides, creating graphs, charts, and other visual aids for meetings, reviews, and taskers.
  • Provide support in obtaining the appropriate releasability for ARPA-H documents and briefings.
  • Maintain organized files for program-related briefings, reports, contracts, and other documents.
  • Assist with comprehensive archive management, including document retention, logging, indexing, retrieval, and storage.
  • Track deliverables associated with program efforts and ensured all documents are archived properly.
  • Process ARPA-H Information Technology Office (ITO) equipment/service requests and provide administrative support to Government personnel.
  • Coordinate office moves, badge and PIV issuances and renewals, and in/out processing of office staff.
  • Coordinate travel arrangements for Government personnel and prepare all associated travel documents in accordance with ARPA-H guidelines, using the ARPA-H Travel System.
  • Assist in monitoring and administering tasks related to SBIR/Small Business Technology Transfer (STTR) efforts, including creating, maintaining, and tracking related documentation.
Requirements
  • Bachelor's degree in Business Administration, Office Management, or related field.
  • 6+ years of experience in administrative roles within federal programs or similar environments.
  • Strong organizational and multitasking skills, with attention to detail in managing tasks, schedules, and documentation.
  • Proficiency in office software (e.g., Microsoft Office Suite) and travel management systems.
  • Ability to handle sensitive and classified information following government policies.
  • Excellent communication skills, both verbal and written, for liaising with internal and external stakeholders.
  • Experience in managing taskers, suspense tracking, and program documentation within a federal setting.
  • Proven ability to collaborate with senior advisory panels, Government agents, and technical communities.
Must-Have
  • Eligibility to obtain and maintain a Tier-2 Public Trust Clearance.
  • Experience coordinating and tracking program-related taskers and deadlines.
  • Strong calendar management skills and proficiency in managing multiple priorities.
  • Knowledge of federal documentation and reporting requirements.
Nice-to-Have
  • Familiarity with ARPA-H programs, SBIR/STTR efforts, or other federal research agencies.
  • Experience providing graphic support for technical programs.
  • Knowledge of federal asset management and disposal processes.

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