Roles and responsibilities
Must be authorized to work in the United States
Some travel may be required
Offer contingent on ability to successfully pass a background check and drug screen
Columbus Technologies and Services Inc. is a strategic supplier and business partner to the federal government and its key suppliers. Through our partnership with the National Institutes of Health, Columbus offers administrative, IT, engineering, scientific, and healthcare professionals the opportunity to work with one of the most prestigious research organizations in the world. We are currently seeking a Management Analyst to work onsite with the National Institutes of Health in Bethesda, MD.
This is a long-term position which offers:
- Competitive salary
- Tremendous growth opportunity
- Opportunity to work at NIH, the world's foremost medical research center
- Learn more about what Columbus can do for you at www.columbususa.com
• Support overall administrative functions for the Division of Scientific Programs (DSP)
• Support financial goals of The NIH / All of Us Research Program
• Collaborate with colleagues on projects and assist senior staffers
• Provide organization, prioritization, and scheduling for OD office staff.
• Perform a variety of complex and routine administrative and secretarial duties with minimal or no supervision in compliance with verbal and written guidance and policies
• Execute independent decisions within established guidelines
• Manage photographs for visa/passport and government issued badges and perform a full range of administrative services, including organizing a complex domestic and international travel schedule, making appointments, scheduling meetings, and completing expense reports.
• Keep an active report of the assignments and due dates
• Manage projects by organizing them via Google sheets and other database management system for higher levels of accuracy and urgency.
• Effectively manage and retain data for ongoing projects.
• Manage the milestones, challenges, and staff retention plans for the Division of Scientific Program team and previous organizations. Manage briefing reports on the milestones accomplished to date and challenges encountered.
• Manage a plan to recruit and retain staff, which yield an improvement of staff retention.
• Assist staff by managing and prioritizing the daily workload around emerging urgent situations and progress, including preparing meeting materials, and overseeing and managing processes tied to compliance, annual summaries, budgets, travel, onboarding staff and other administrative activities.
• Provide fact finding and investigative techniques to write or edit written communications, talking points and developed presentations for all internal and external meetings.
• Create the development program initiatives’ presentations and materials for current and past organizations.
• Assist staff by managing mobile devices and office equipment
• Manage the Division of Scientific Program team with travel needs to ensure that all travel arrangements, documentation are prepared and approved, and ensure document processes are compliant within the Concur Travel System (CGE) to meet the federal government policies and procedures.
• Provide support for travelers through acquiring visas and processing travel expenses by the allotted time, if necessary.
• Create and Maintain the DSP team travel system, enter data into the Conference Tracking System (CTS) and prepare other electronic documents needed to attend conferences or meetings.
• Assist new personnel with onboarding processes and verifying educational claims. Ensure they have received government issued security badges, building access, laptop, and cellular telephones. Ensure the new employees has received proper onboarding training sessions, onboarding orientation, guidance, and office equipment. Assist personnel in obtaining and managing government issued charge cards for business travel.
• Support time and attendance via the ITAS Time and Attendance System.
• Bachelor's degree required or equivalent work experience
• Time management and ability to meet deadlines
• 3 years of administrative assistant experience
• Excellent verbal and written communication skills
• Strong organizational skills and ability to multitask
• Problem solving and decision making skills
• Ability to act as gatekeeper and escalate relevant information to executives as needed
• Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, projectors, fax machines).
• Ability to work effectively with minimal supervision
• Strong interpersonal skills
• Ability to treat confidential information with appropriate discretion
• Exceptional attention to detail
• Familiarity with Microsoft Office Suite
• Be coachable and willing to learn new things from a diverse group of people