PROFESSIONAL EXPERIENCE:

STAFF ASSISTANT

Rockville, MD

Confidential

Responsibilities:

• Developed planned and implemented policies and procedures for correspondence and records management systems with input from my supervisor.
• In the absence of my supervisor, in cases that would normally receive her personal attention, assumed responsibilities for ensuring that requests for action or information are made known and/or distributed to responsible personnel or staff to ensure requests are completed in a timely manner.
• Served as division level document clearance coordinator assuring that correspondence has the appropriate signatures prior to Submission to the Confidential
• Prepared and reviewed written communication both incoming and outgoing. Prepared standard forms for use by the Bureau/Division staff.
• Prepared and formatted complex documents to include grants, inter agency cooperative agreements, federal register notices and other specialized documents.
• Served as the focal point for executive correspondence to include developing and administering the procedures required by the Confidential.
• Provided on the job training to new administrative support employees in accordance with established procedures and practices under the direction of my supervisor. Reports training needs of employees to supervisor.
• Provides support to Division Directors, Executive Officer/Budget Officer, Commissioned Corp Officers, Contract Specialist, Budget Analyst and other staff on priorities and operations related to administrative and personnel procedures.
• Worked closely with Budget Analyst, Budget Officer, Program Analyst, Administrative Officer and Executive Officer reviewing and analyzing Budget plans, making sure proper CAN numbers are being submitted for travel, supplies and training.
• Prepares and maintains Division Directors, Executive Officer and supervisor s calendar and schedules appointments and meetings based upon personal knowledge of workload and current issues of importance. Reminds of appointments and briefs on the matters to be considered before their scheduled meeting. On own initiative, reschedules appointments when necessary.
• Serves as time and attendance keeper, Training Coordinator and GovTrip Reviewer and Approver for travel authorizations and vouchers
• Prepares orders for general office supplies and minor office equipment for processing by the Confidential.
• Maintains and updates flexiplace agreements, maintains and updates emergency contact roster for staff in the Office/Division.
• As a Training Coordinator tracks training requirements and confirms attendance at training/classes.
• Worked directly with senior staff to write, edit and develop booklets, brochures, fact sheets and other information materials.
• Assisted with maintaining travel plans and budget data, tracked travel expenditures for the designated Division/Office. Formatted SES travel reports on non - mission travel.
• Assisted travelers with arrangements through GovTrip, reviews and approves foreign and domestic.
• Member of the Confidential  Committee, reviewing, analyzing and approving awards being submitted for staff from supervisor.
• On the job training with Administrative officer in all aspects of HR, such as Confidential timekeeping audits, reviewing and re-writing position descriptions, records management, inventory and posting vacancy announcements.

PROGRAM ASSISTAN

Rockville, MD

Confidential

Responsibilities:

• Performed a variety of administrative support assistance to Science Policy Analyst, Deputy Director and Director of theConfidential.
• Prepared and coordinated all logistics for the office’s Scientific Retreat, Round-table and Council Meetings.
• Prepared Domestic and Foreign travel arrangements for staff as well as outside participants attending institute meetings.
• Worked closely with Administrative Officers, Administrative Technicians with the organizing of meeting request, budget and other information needed for meetings as well as office reconfiguration, furniture purchases, electronic peripheral set up and the ordering of office supplies.
• Assisted IT with office set-up of computers, laptops and Blackberry's for new and current employees.
• Ordered computer supplies through IT.
• Manages inventory for all computer equipment. printers and Confidential's within the Office of Science Policy and Planning.
• Established and maintained electronic and paper files for tracking of records.
• Received and screen telephone calls and visitors from Members of Congress, Senior Staff to the office in accordance with office procedures.
• Used various office automation equipment and software to produce spreadsheets, charts, graphs, memorandums, scientific compendiums, reports and presentations.
• Prepared and edited technical and non-technical documents, agenda’s, rosters, presentations, correspondence from existing drafts
• Maintained appointment calendar for Analysts, Deputy Director and Director, scheduling and rescheduling appointments as necessary.
• Updated Standard Operating Procedures for a variety of administrative activities conducted in the office.
• Prepared requisitions and training request into the Purchase Order Tracking System (POTS) and the Confidential for staff.
• Assist with making service calls for printers and fax machines.
• Attended meetings and conferences and prepares summaries of meetings.
• Assisted the Director with compiling budget submissions by gathering, assembling and consolidating information received.
• Worked closely with Deputy Director on special projects, preparation of Talking Points.
• Used Integrated Time and Attendance System (ITAS) to enter in leave request, cancel leave, print reports and verify timecard.
• Designated as Confidential.
• Purchase Card Holder for the Office.

EXTRAMURAL SUPPORT ASSISTANT 

Rockville, MD

Confidential

Responsibilities:

• Perform technical duties, serves as a back-up in the absence of Supervisor and trainer for the support of the program, review and grant areas within the Division of Extramural Research at the Confidential .
• Perform a variety of clerical support assistance to facilitate the work for the Scientific Review Administrators, Program Directors and Grants Management Specialist and adhering to completion of strict deadlines.
• Prepare and review over 200 Domestic Travel and over 25 Foreign Travel request yearly for compliance with federal regulations and Confidential policy and procedures.
• Prepares local, domestic and foreign travel authorizations and vouchers using the Confidential travel system.
• Serves as a Lead Worker in charge of logistical planning for all review and council meetings for the Confidential
• Works closely with Committee Management Officer in the planning of all Council and Review Meetings.
• Attend review meetings and provide administrative support to the Scientific Review Administrators.
• Arranged for meeting rooms, hotel accommodations, parking and coordinating all other services.
• Prepared packages for large mail outs for review and council meetings.
• Generated Summary statements; notice of grant awards, meeting agenda’s using Confidential II. Used internet assisted review to create meeting rosters and post critiques for reviewers.
• Evaluated summary statements for review groups and committees.
• Submitted and verified priority scores, human subject codes and gender coding into ConfidentialII.
• Maintained and kept up to date databases; queries the databases to extract data and ran reports.
• Showed initiative in identifying, analyzing, and solving problems.
• Provided data to Supervisor that is timely and accurate.
• Closed out grant files, makes contact with Principal Investigators to request close out documents for grant close out compliance.
• Entered data into Access Database for dead files, unfunded grant applications to be sent to storage.
• Receives telephone calls, visitors and responded to emails.
• Assigned and monitored task by other employees. Reviewed all completed assignments to assure that customer’s instructions have been met.
• Consistently keeps in touch with the status and progress of work and makes day to day adjustments as required.
• Prepared requisitions for office supplies, computer equipment, office furniture and other office related supplies in the Confidential.
• Prepared staff training classes into The Confidential Training