Program Analyst IV/Executive Admin Assistant, Atlanta, Georgia

JOB TITLE: Program Analyst IV/Executive Admin Assistant

POSITION NUMBER: 2404-18539-PAEA-1

POSITION LOCATION: Atlanta, GA, USA

ANTICIPATED START DATE: Two weeks after candidate identification

TRAVEL: N/A

ASRT, Inc. provides scientific, information management, management consulting, bioinformatics, and administrative program support to the Centers for Disease Control and Prevention (CDC) and other Federal and private sector clients. The successful candidate will be a full-time employee of ASRT, Inc., and will be assigned to the Office support a division within the CDC, located at 1600 Clifton Road, Atlanta, GA, to provide administrative support to the Center.

SCOPE OF WORK

The Program Analyst IV/Executive Admin Assistant will provide administrative support across a division.

MAJOR DUTIES AND RESPONSIBILITIES

General Duties

• Provide support to Center managers by performing highly responsible administrative work of an operational or technical nature. Is expected to routinely check their work products to avoid making errors and to ensure that they produce high-quality outcomes for each of the work activities described below.
• Anticipate delays or scheduling conflicts and/or challenges, notify office and program staff of workplace challenges in sufficient time to resolve or avoid them, and implement early and effective problem resolution. This includes a. Perform clerical, administrative, and data entry duties and b. Provide substantial coordination and interface with other Center staff.

Travel Program - Provide support services for the Center travel program by CDC practices and the Federal Joint Travel Regulations as follows:

• Plan travel (domestic and international) in conjunction with managers and travelers, using independent judgment to propose the most efficient travel itinerary.
• Prepare travel orders and process travel reimbursements for Board of Scientific Counselors (BSC) members and guests by following the Center practices and the Federal Joint Travel Regulations.
• Schedule travel arrangements including flights, ground transportation, rental vehicles, hotels, and other necessary travel. Draft travel justification statements, as needed, for review by the traveler.
• Prepare travel orders and process travel claims.
• Prepare a travel folder that includes background (confirmation or reservation numbers, locations of meetings and flights; information for submission and routing of travel claims; logistics for travel once arriving at the destination); emergency assistance during travel; preparation of boarding documentation for the day before travel; document for trip progress reports; and submission of paperwork for travel comp time as appropriate.
• Collect travel reimbursement documentation and create vouchers in the travel system to ensure travelers have signed their voucher within 5 business days of the trip's end date.
• Attend Travel Preparer bi-weekly meetings with OD.
• Travel preparer should be knowledgeable and understand the rules and regulations that the Center must abide by which include the Department of Health and Human Services (HHS) Travel Manual, Federal Travel Regulations, and Joint Federal Travel Regulations.
• Update travel logs as needed.

Meetings

• Provide planning and scheduling of meetings for senior-level staff members to include drafting agendas, sending reminders, drafting notes from meetings, maintaining them on SharePoint, and reviewing/revising meeting minutes to distill pertinent information for OD.
• Use strong interpersonal skills to provide substantial coordination and interface with other CIO staff and Division Staff
• Manage the Calendar of the assigned senior staff member by responding to meeting invites and inquiries, noting dates and times of important events, and rescheduling meetings as needed.
• Meet with assigned senior staff members daily to review the calendar and provide any pertinent updates.
• Provide administrative meeting support to the Board of Scientific Counselors (BSC) meetings as needed.
• Schedule conference room or arrange bridge line for meetings, and unless otherwise indicated, facilitate professional meeting logistics, including verifying that the meeting room is ready, requested equipment for the meeting is supplied, operational and the bridge line is open and ready for the meeting to begin.
• Monitor the conference room and schedule the logistics for meetings/webinars as necessary.
• Resolve conflicts in the conference room schedules. Update meeting schedules where necessary.
• Ensure that all meeting requests at a minimum include a "purpose" and agenda, track correspondence, and coordinate follow-up of important activities.
• Conduct preparatory and background research for visitors (i.e. dignitaries, high-level ranking officials).
• Arrange Sensitive Compartmented Information Facility meetings. Request and track provisions of security information for classified meetings.
• Compile meeting notes, reports, and briefing materials, and prepare agendas and background materials.

Executive Schedule Management

• Manage the schedule of the Director and other designated managers and provide a daily list of scheduled activities.
• Assist OD Management by performing highly responsible administrative details of an operational or technical nature.
• Provide substantial coordination and interface with other Governments, Partners, agencies, Centers, Institutes, divisions, and offices using strong interpersonal skills.
• Coordinate special projects for Senior Management and staff by developing project plans and schedules.
• Responsible for handling sensitive information.
• Print and assemble briefing packages as required.
• Monitor external/internal communications including: tracking calendar changes that require adjustments following the delivery of that day's calendar. Bring changes to the attention of the management, track electronic correspondence to ensure each item is addressed expeditiously, and that critical issues are brought to the immediate attention of management.

Development and Maintenance of Records/Information/Data

• Maintain databases and utilize software CDC offers for data management by updating information such as staff contact, call down, travel Card holder lists, leave calendar, and coordinating the weekly office unit updates for leadership in the requested format within the requested timeline. Maintenance of databases requires knowledge of MS Office, SharePoint, and Doc/e-Clearance, etc.
• Perform various administrative, clerical, and data entry duties specific to assigned tasks including filing and organizing documents.
• Require a thorough working knowledge of computer applications including word processing, spreadsheet, database, calendar, and presentation software.
• Serve as time clerk managing time and attendance using TASnet and maintaining the appropriate records for the organization.
• Have a basic understanding of federal government records, management policies, and procedures regarding handling sensitive PII information.
• Coordinate special projects by developing project plans and schedules. Support ad hoc projects (assist in the planning and execution of organizational events, and award ceremonies, assemble high-level conference materials, workshop notebook/materials, coordination of briefing schedules).
• Complete the necessary security clearance process for visitors to the CDC and arrange for an escort for the visitor at the CDC facility. Tasks will involve coordination of pre-meeting plans with visitor(s), arranging transportation, locating office locations for visitors to check email or make a call, and providing directions or escorting visitor(s) to meeting locations.
• Maintain an automated system of program-specific data to track suspense on items such as trip reports, progress reports, travel accomplishments, etc.
• Maintain, work with, and control departmental documents containing confidential information exercising sound judgment in safeguarding data and access to data.
• Work with the unit lead to support the successful implementation of records management for the unit.
• Create documents that meet Section 508 Requirements.

Call Management/Information Management

• Answer and triage phone calls. Coverage is required during normal working hours. Telephone inquiries are answered and/or triaged to the appropriate staff member based on substantive knowledge of program operations, personnel, and policies.
• Ensure Incoming and/or outgoing faxes and emails are handled timely, confidentially, and securely and delivered to the appropriate staff member on the date of receipt or not later than the next workday if not possible to deliver on the date of receipt.
• Provide sorting and distributing incoming mail.
• Provide scientific e-clearance and other CDC administrative systems support.

Ordering and Management of Supply Inventory

• Place supply orders and manage supply inventory with Staples, Amazon, etc.
• Coordinate purchase and inventory of any supplies required within the organization. This shall include US postal service mail, fax documents, and items delivered via approved shippers (i.e. FedEx, UPS, and DHL). Ship all FedEx packages using OD FedEx account.
• Provide accurate and complete information on expenditures or obligations such as purchase card requests (i.e., government standard form 1350). Data capture will include the Requestor name and user ID; quantity and description of the required article(s); date required; purchase method (i.e. credit card, procurement requests, etc., CAN, amount of purchase; purchaser; date received, and other information necessary to document a specific transaction.

Document Management - Perform the following tasks by the Plain Writing Act of 2010, Freedom of Information Act; Non-Disclosure of Information Act; and Privacy Act:

• Compose and edit letters and reports.
• Review drafts and finished documents for appropriate grammatical usage.
• Review correspondence for accuracy and completeness by following the CDC correspondence Manual.
• Develop PS standard or form letters and replies to inquiries.
• Maintain a suspense system to rack incoming and outgoing correspondence.
• Develop background information and prepare outlines for presentation papers, and reports.
• Perform work involving the collection, compilation, and tracking of data and statistical information in support of an organization's program operation.
• Evaluate documents and coordinate incoming data from a variety of sources.
• Review documents, reports, and/or applications for omissions and inconsistencies, and ensures data entry is complete and accurate.
• Route documents for approval, clearance, or signature.

Additional Executive Support - Surge Support

There may be times that "surge support" will be required, and will be performed in addition to the duties outlined above. In such instances, the Executive Assistant IV will perform a variety of administrative support activities using generally accepted business practices and office etiquette. Services will be in daily support of the budget, finance, personnel, property management, and information management requirements. The tasks will be performed on-site at the offices of the CDC unless otherwise indicated.

MINIMUM QUALIFICATIONS

Education and Experience:

• Associate's degree or a minimum of 5 years of experience performing similar duties.

Required:

• Prior CDC experience providing administrative and travel support.
• Experience with CDC travel policies and procedures.
• Experience supporting and working with executive-level leadership.
• Strong interpersonal skills required for teamwork and interaction with people across CDC and with external partners.
• Excellent written and oral communication skills.
• Experience maintaining and providing administrative services utilizing Windows-based applications such as Microsoft Word, Excel, Outlook, and PowerPoint.
• Experience coordinating the preparation of records such as CDC agendas, notices, minutes, and resolutions for corporate meetings.
• Excellent organization and time management skills.
• High quality of administrative work in general (e.g., typing, messaging, following instructions while identifying related, implicit sub-tasks)
• Successful experience balancing a range of demands in a fast-moving environment
• Attention to detail.

Language Skills:

• The candidate must possess excellent oral and written communication skills in English.

REQUIREMENT: Must be United States citizen or permanent resident or have authorization for employment in the United States.

SALARY: Commensurate with qualifications and experience.

To apply for this position:

• If you are viewing this position on the ASRT Career page, please click on the "Apply" button.
• If you are viewing this position on a site other than the ASRT Career page, you may use the "click to apply" link, or you may apply by visiting our Career page and searching for the job title and position number listed at the top of this job posting.
• To view all of our open positions and to apply to job openings in which you may be interested, please visit our Career page at https://www.asrtinc.com/careers.

ASRT, INC. IS AN EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION EMPLOYER. It is the policy of ASRT, Inc. to provide equal employment opportunities without regard to race, color, religion, citizenship, age, sex, sexual orientation, gender identity, national origin, ancestry, genetic information, veteran or disability status, or any other characteristic protected by applicable federal, state or local law, and to take affirmative action in accordance with applicable laws and Executive Orders.

PI239810058