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Job Title: Program Support Assistant
Job Number:
Organization: The Scientific Consulting Group, Inc.
Posted: 5/24/2024
Type: Full-Time
Number of Openings: 1
Location: Rockville,  MD   
Position Description: Consulting firm in Gaithersburg, MD seeks a Program Support Assistant for the Deputy Director, Office of AIDS Research (OAR), National Institutes of Health (NIH).

Scope of work: This position performs all duties consistent with a Program Support Assistant for the Deputy Director of the OAR, a senior level executive. The individual must always maintain professionalism, composure, and confidentiality. He/she must be able to proactively adjust priorities (sometimes with limited notice) and resolve conflicts presented to him/her with appropriate guidance from senior staff or the Contracting Officer’s Representative (COR). Diplomacy and negotiation skills are required to make arrangements and work to ensure that meeting requests are responded to appropriately and in a timely manner (e.g., frequent reminders, tracking log, etc.). This individual will also provide backup administrative support to the OAR Director.

Specific duties include, but are not limited to, the following:

Task 1: Front Office Management Serve as a key member of the OAR front office support team. Serve as the OAR Deputy Director’s “right hand” to ensure that the front office functions efficiently so the Deputy Director can focus on the OAR mission. These tasks may also be performed for the OAR Director, if needed. Tasks include, but are not limited to: • Oversee the Deputy Director’s calendar, reconcile competing priorities, respond to meeting requests, and keep the Deputy Director apprised of changes. • Monitor the calendar and events attended by the OAR Deputy Director to ensure that they leave adjacent meetings on time to attend subsequent meetings. • Use diplomacy and negotiation skills to plan and ensure that meeting requests are responded to appropriately and in a timely manner. • Proactively anticipate changes or needed items. • Maintain and update the Deputy Director’s task list in Microsoft Planner. • Arrange meeting space, confirm attendees’ schedules, and organize meeting materials before each meeting. • Set up conference calls, in-person, MS Teams, or ZOOM meetings and ensuring the relevant details and any read-ahead materials are provided to the Deputy Director and meeting attendees prior to the beginning of each meeting. • Receive visitors, and as needed, directing them to the waiting area, or announcing them before they enter the Deputy Director’s office. • Help maintain the front office as a quiet area conducive to work with minimal distractions. • Coordinate the development, receipt, and transfer of meeting materials. • Photocopy and assemble printed materials as needed. • Ensure that the Deputy Director has sufficient supplies and other materials for work. • Suggest strategies to improve front office operations, including implementing strategies to organize incoming and outgoing correspondence and other documents for the office. • Attend scheduled meetings to review status of calendar changes, task block updates, plan-ahead activities and other tasks as needed. Record meeting minutes and summaries and identify follow-up action items for the Deputy Director, as required. • Provide input to Standard Operating Procedures (SOP) documents to reflect new or updated, and approved procedures.

Deliverables • Weekly reports on projects and ad hoc project updates as requested. • Respond to written and verbal communications daily, or more frequently. • Ensure task blocks are added to calendars based on deadlines and requested times. • Provide reminders so the OAR Deputy Director attends meetings on time. Reminders may be electronic, verbal, or other depending on OAR’s preference. • Meeting materials provided to Deputy Director and meeting attendees in advance of each meeting. This includes but is not limited to meeting folders and background materials. • As needed, take notes at meetings and list follow-up or other action items requiring the attention of the Deputy Director or other staff members. • Create calendar digests for the Deputy Director on a schedule determined by OAR, as required.

Task 2: Meeting Coordination and Management This task involves providing support for meetings and distributing materials for the front office and OAR staff. Tasks include but are not limited to: • Support the Deputy Director in their role as Executive Secretary of the OAR Advisory Council. Add requirements to The Deputy Director’s calendar and provide follow up and reminders to assist with their successful execution. • Serve as the coordinator for the weekly Management Advisory Team, Management Advisory Team Operations and bi-weekly OAR Collaboration Team meetings. Schedule the meetings and generate materials for the Deputy Director. • Generate meeting minutes, agendas, summaries and other communication materials and review for proper format/level of detail, grammar, punctuation, and spelling. • Coordinate presentation details and materials, including connecting with presenters. • Serve as the back-up to the coordinator to the NIH AIDS Executive Committee (NAEC). Duties may include assembling meeting agendas and minutes and managing Skype/Teams/Zoom meetings. • Serve as a member of the Event Support Team to support hybrid and virtual meetings involving participants within and external to OAR. Adeptly facilitate the logistics of each meeting. • Draft and edit written materials, including correspondence, reports, and forms, official duty memoranda. • Enter documents into the Requests Tracking System as soon as items are received and track to completion. Provide updates as required. • Photocopy and assemble printed materials as needed. • Create and maintain office records, including office procurements and reimbursement procedures, and project files.

Deliverables • Weekly reports on projects and ad hoc project updates as requested. • Generate meeting minutes, agendas, and other communication materials for proper format/level of detail, grammar, punctuation, and spelling. • Track, record, and direct incoming and outgoing office documents. Tasks should be performed immediately upon receipt and are expected to occur numerous times daily. • Follow established procedures for tracking documents. • Coordinate printing and conversion of paper documents to electronic files. • Print, email, or other communication of travel and registration logistics for the OAR Deputy Director.

Requirements • Bachelor’s degree required; health- professions related graduate degree preferred • Excellent communication skills, both oral and written • Excellent analytical and problem- solving skills • Attention to detail, planning, and organization skills • Ability to handle multiple ongoing assignments at once • Expertise in Microsoft Office Suite and other tools: MS Word, Excel, Outlook, PowerPoint, MS Planning and Skype for Business, SharePoint, Teams, and Zoom

Interested candidates must submit a resume and cover letter.

SCG is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.


Organization Description:

Closing Date: 8/24/2024
Desired Starting Date:
Contact Name: Human Resources,  Program Support Assistant
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