Administrative Assistant (Program Analyst I)

Overview

Goldbelt Professional Services specializes in providing expert resources for Public Health missions including scientific, technical, and administrative support from junior staff to high-level subject matter experts. Research and data driven, Goldbelt Professional Services' experts create solutions customized to the client's needs.

Summary:

Goldbelt Professional Services, LLC is seeking a Program Analyst I to work within the National Center for Immunization and Respiratory Diseases (NCIRD), Centers for Disease Control and Prevention (CDC). This position will support a wide range of administrative tasks for the NCIRD business service needs. This work will be performed at Centers for Disease Control and Prevention (CDC) Roybal Campus in Atlanta, GA. The CDC is the nation's premier health promotion, prevention, and preparedness agency. The Program Analyst I will report to Goldbelt Professional Services leadership to ensure the execution of timely, high-quality deliverables for the client.

Essential Job Functions:

• Meeting Support
  
  • Coordinate all meeting/conference logistics, including room reservations, scheduling, and preparation of the meeting rooms (e.g., dial into the conference line, have the screens prepped and ready, print agendas if needed, etc.).
  • Liaise with the meeting and events planning team when applicable. Handle routine and non-routine logistics (e.g., contact meeting participants and provide local, on-site support as appropriate).
    
  • Print and compile all necessary materials, including documents for all meetings, daily packets, travel books, internal or external visits, presentations, or briefings.
  • Coordinate with theDirector's support staff to ensure all materials are included.
    
  • Develop distribution channels for meeting minutes, office policies, and other communications internal and external to NCIRD.
    
  • Attend all meetings needed to ensure routine coordination, including weekly coordination meetings with the other administrative staff.
    
  • Manage and schedule all annual meetings utilizing the CDC Conference Room Scheduling System (CRSS).
    
• Travel Support
  
  • Serve as a travel resource contact for NCIRD conference approval actions and travel-related initiatives and assist with resolving and analyzing other travel issues related to conference approvals and day-to-day operations of NCIRD.
    
  • Perform overall travel and administrative-related tasks.
    
  • Perform independent research to ensure accurate interpretation of the numerous and complex guidelines related to new travel and conferences issued by HHS.
    
  • Determine the applicability of guidelines for many unique and complex assignments and modify them accordingly.
    
  • Interpret, analyze, and apply relevant Conference Management and Conference Logistics guidelines, policies, and regulations to events needing further review.
    
  • Process and manage the domestic travel functions related to all aspects of NCIRD travel authorizations.
    
  • Create travel itineraries promptly.
  • Create, submit, and monitor conference approval requests.
    
  • Process vouchers promptly.
    
  • Follow-up with traveler after a trip (e.g., submission of receipts, work with travel staff to ensure vouchers are submitted in Concur, etc.).
    
  • Prepare and coordinate travel for all staff, ensuring requests comply with NCIRD/CDC/HHS policies, procedures, and regulations.
    
  • Facilitate and manage the administrative functions related to processing all individual and group travel memoranda of travel reporting (audits) for travelers.
    
  • Develop reports related to CAS II, ConcurGov, or other systems as needed.
  • Monitor travel projection lists and update projections as necessary.
    
  • Monitor and update Unliquidated Obligations monthly.
    
• Human Resources Support
  
  • Shall receive and effect system data exchange in support of personnel requests, provide established reporting and reconciliation and ensure the completeness, accuracy, and appropriateness of requests.
    
  • Assist with new employee processing, award nominations, staff requisitions, and detail actions.
    
  • Ensure outside activities records are compliant with general business operations.
    
  • Prepare and Process Civil Service, Commission Corps, Senior Biomedical Research Service Distinguished Consultant, and Non-Full Time Employee (FTE) Personnel Actions.
    
  • Track forms and materials for evaluation, training, and staff development.
    
  • Assist with obtaining training for NCIRD staff on CDC systems.
    
  • Contribute to developing, enhancing, and improving internal/external systems and NCIRD processes.
    
• Operations Support
  
  • Provide overall guidance and technical assistance to staff regarding the correct documents needed for administrative, operational, and programmatic processes.
    
  • Track correspondence responses to information requests requiring leadership attention to ensure timely responses or actions and meet deadlines consistent with management policies.
    
  • Monitor customer service request mechanisms, provide oversight of internal tracking control, and contribute to developing enhancements and refinements to these systems and processes.
    
  • Complete assigned non-routine tasks in a collaborative environment.
    
  • Work closely with the Executive Assistant (EA), the primary liaison between the Office Director and other officials for all high-level engagements and briefing materials.
    
  • Prepare the daily packet of materials for each day's schedule and complete travel books when needed. Work with the EA to ensure all necessary documents are included.
    
  • Prepare a range of routine and non-routine correspondence according to agency guidelines for signature by executive (i.e., travel & leave requests, monthly awards, etc.),
    
  • Coordinate with other administrative staff to ensure the senior staff is apprised of other center leadership Travel, TDY, and Leave Calendar availability.
    
  • Arrange conference calls, video, or data conferences, occasionally involving a global audience.
    
  • Review and sort paper-based and electronic mail, identify action required, and take action when appropriate.
    
  • Assist with miscellaneous complex administrative tasks, including voicemail/email distribution lists, time and attendance reports, and expense reports.
    
  • Coordinate work with external third-party suppliers to address support needs and issues on behalf of the executive.
    
  • Provide telephone support (i.e., answer calls promptly and courteously).
  • Act as an executive representative to independently handle calls.
  • Record and swiftly monitor work requests in the tracking tool according to local capabilities and guidelines.
  • Process time and attendance in TASNet and maintain appropriate files with leave slips.
    
  • Carefully develop and draft communications to ensure appropriate consideration is given to current internal (processes/resource/objectives) and external (political/social/legal) work environment.
    
  • Assist with mail distribution.
    
  • Assist with new employee processing, award nominations, staff requisitions and detail actions.
    
  • Assist with new onboard contractor systems training.
    

Necessary Skills and Knowledge:

• Demonstrates excellent written and verbal communication in interpersonal exchanges.
  
• Intermediate to advanced knowledge of Microsoft Office Applications (i.e., Word, PowerPoint, Excel, Outlook)
  
• Ability to demonstrate diplomacy and work professionally and collegially with a highly educated, scientific customer base that is under pressure and in the public eye every day.
  
• Demonstrated ability to work well independently, be solution-oriented, motivated.
  
• Ability to handle a variety of constituencies, manage multiple tasks simultaneously, and thrive in a complex environment while balancing multiple competing priorities.
  
• Excellent judgment and decision making, with strong analytical skills, business intuition, and acumen.
  
• Able to collaborate with internal CDC partners.
  
• Strong organizational skills.
  
• Ability to work in a fast-paced environment and meet tight deadlines.

Minimum Qualifications:

• High School Diploma or GED.
  
• 3-5 years of increasingly responsible administrative specialist experience.
  
• Experience working with executives or senior staff.
  
• Ability to obtain and maintain CDC Clearance.
  

Preferred Qualifications:

• Bachelor's Degree preferred.
• Prior experience working with the CDC is highly desired to understand the culture and environment.

Pay and Benefits
At Goldbelt, we value and reward our team's dedication and hard work. We provide a competitive base salary commensurate with your qualifications and experience. As an employee, you'll enjoy a comprehensive benefits package, including medical, dental, and vision insurance, a 401(k) plan with company matching, tax-deferred savings options, supplementary benefits, paid time off, and professional development opportunities.