Public Health Advisor II (Resource Management Support) /Administrative Support Specialist

The Alaka`ina Foundation Family of Companies (FOCs) has a potential need for an Office of the Branch Chief (OBC) Public Health Advisor II (Resource Management Support) / Administrative Support Specialist to provide support for our government customer in Fort Collins, CO.

DESCRIPTION OF RESPONSIBILITIES:

Provide Level II (Mid-Level) resource management support services to the Bacterial Diseases Branch. Support includes assistance with spend plan reconciliation, preparation of documentation for contracts and purchase requests, budget tracking, and monitoring of financial activities.

General Resource Management Support Services

• Provide support to Contracting Officers Representatives (CORs), leadership, and other acquisition support personnel within DVBD on federal acquisition-related activities for the purpose of accuracy and quality control.
• Support acquisition planning activities for supplies and services, including assisting with preparation and coordination of acquisition documentation.
• Support market research activities, including reviewing mandatory sources of supply, procurement history, and potential procurement mechanisms (e.g., blanket purchase agreements, indefinite delivery indefinite quantity contracts, federal supply schedules, small business programs, and purchase cards), as directed by the COR.
• Assist the BDB acquisition team in preparing pre-award acquisition documents, including acquisition plans, statements of work, and supporting documentation, for Government review and approval.
• Support tracking and coordination of contracting actions for CORs and technical monitors.
• Participate in meetings with CORs and acquisition personnel, as needed, to support discussion of acquisition-related matters.
• Support budget planning and execution activities, including analysis of data extracts from financial systems to identify historical, current, and projected costs; assisting with entry and maintenance of contract and funding information in tracking systems; and supporting reconciliation activities, as directed.
• Support closeout activities for the current fiscal year and transition to the next fiscal year, including assisting with reviews of available funds; supporting reconciliation processes; reviewing financial data to identify unobligated balances, undelivered obligations (UDOs), and unliquidated obligations (ULOs); and providing administrative support for related activities, as directed.
• Prepare and submit technical progress reports in narrative form describing work performed during the reporting period. Reports shall include a summary of activities completed, key results achieved, identification of any issues or risks that may impact performance, proposed corrective actions, and planned activities for the upcoming reporting period.
• Provide administrative support services consisting of a broad range of routine administrative and clerical functions for the Bacterial Diseases Branch. The Contractor shall demonstrate working knowledge of Microsoft Office Suite applications and the use of standard office equipment, such as copiers and scanners.
• Perform a broad range of administrative and clerical duties requiring knowledge of office procedures and an understanding of organizational programs and processes. Duties require judgment and initiative to determine appropriate actions in both routine and non-routine situations, including interpreting and adapting to established and informal guidelines. Work shall be performed independently with minimal supervision, subject to review for overall quality and compliance with policies.
• Maintain effective working relationships with technical monitors and subject matter experts to coordinate and prioritize daily activities, including personnel, procurement, budget, and general administrative tasks.
• Address varying administrative situations, problems, and deviations based on general instructions, priorities, and program goals. Routine tasks may include screening telephone calls, visitors, and incoming correspondence; responding to requests for information; and routing inquiries to appropriate personnel.
• Maintain a wide variety of financial and administrative records in both manual and electronic formats. Support the collection of purchase request information and perform data entry into financial systems such as CCPS or ECAT.
• Monitor shared mailboxes, such as BDB Administrative Support, and prepare responses to inquiries by gathering relevant information from multiple sources. Route calls and emails to appropriate staff for timely responses and address general administrative inquiries.
• Communicate office procedures and requirements to staff and support the development of standard operating procedures (SOPs), templates, and tools for administrative and resource management activities.
• Format and post subject matter expert (SME)-approved SOPs and guidance documents in centralized systems such as SharePoint. Review staff-submitted documentation (e.g., leave requests, training requests, badge access requests) for completeness and file records in accordance with records management policies.
• Collect and compile information from files or staff for routine inquiries, periodic reports, and data calls, and refer non-routine requests to appropriate personnel.
• Maintain calendars, schedule appointments (including tentative appointments without prior clearance), arrange meeting logistics, and assemble background materials as needed. Attend meetings, record proceedings, and prepare summaries for follow-up actions.
• Complete data entry for personnel and administrative forms, coordinate with subject matter experts for further processing, and maintain organized records as directed.
• Support requisition of supplies using procurement systems (without obligating Government funds) and maintain associated documentation and records.
• Perform data entry of transactional financial information into CDC financial systems and other tracking systems to support accurate tracking of obligations and expenditures.
• Compile data and prepare ad hoc and recurring reports and analyses related to financial management, including status of funds, obligations, and FTE usage.
• Support budget and procurement tracking activities, including assisting with reconciliation processes, reviewing data for accuracy, and providing recommendations to address discrepancies or improve processes.
• Support alignment of funding sources to approved resource plans and assist with entry of spend plans into financial planning systems, as directed.
• May be required to support activities outside of standard business hours, including evenings, weekends, or holidays, within the established labor-hour structure, based on program needs.

REQUIRED DEGREE/EDUCATION/CERTIFICATION:

• Must have at least a bachelors degree in public health or related field; MPH is highly desired.

REQUIRED SKILLS AND EXPERIENCE:

• Must have strong problem-solving skills along with outstanding organizational skills and attention to detail.
• Must have an energetic team presence with an eagerness to learn and collaborate with other members of the communications team.
• Must be able to multi-task and prioritize competing demands in a fast-paced environment.
• Demonstrate proficiency in standard office software applications, including Microsoft Office Suite (Outlook, Excel, and Word), as required to perform assigned tasks.
• Demonstrate the ability to communicate effectively and interact professionally with CDC personnel and external partners.
• May be required to support activities outside of standard business hours, including evenings, weekends, or holidays, within the established labor-hour structure, based on program needs.
• Minimum of three to five (3-5) years experience is preferred.
• Experience working in a research environment/laboratory is preferred.
• Must be able to conduct independent research through publication of technical reports and/or peer-reviewed publications.
• Must be able to work effectively as a team member while also being able to work independently on specific activities with an eye to staying on task and timeline.
• Must have a working knowledge of operational processes and procedures used by CDC Programs.
• Must be able to produce communication products, documents, presentation materials, and other materials that are of a high standard and error-free, and that are consistent with all CDC and other relevant standards, policies, and procedures.
• Must have expertise, proficiency, and experience in:
• Conducting complex literature reviews, using systematic processes, and using the findings to inform decision making around public health research or action.
• Monitoring and evaluating public health surveillance or public health programs.
• Engaging with and securing input from a range of stakeholders-including public health experts, clinicians, government agencies, members of specialty or other nongovernmental organizations, and the general public.
• Coordinating complex projects with many moving parts and team members.
• Serving as an author on scientific, peer-reviewed manuscripts.
• Producing a range of communication products.
• Local travel may be required.

DESIRED SKILLS AND EXPERIENCE:

• Prior CDC, public health, or healthcare experience is desired.
• [AH3] Resource management/project management experience is desired.
• Budgeting and financial reporting experience is desired.

REQUIRED CITIZENSHIP AND CLEARANCE:

• Must be a U.S. Citizen.
• Must be able to successfully complete a background investigation and obtain a CDC Personal Identity Verification (PIV) badge to access Government facilities and systems.

The Alaka`ina Foundation Family of Companies (FOCs) is a fast-growing government service provider. Employees enjoy competitive salaries. Eligible employees enjoy a 401K plan with company match; medical, dental, disability, and life insurance coverage; tuition reimbursement; paid time off; and 11 paid holidays.

We are an Equal Opportunity/Affirmative Action Employer of individuals with disabilities and veterans. We are proud to state that we do not illegally discriminate in employment decisions on the basis of any protected categories. If you are a person with a disability and you need an accommodation during the application process, please click here to request accommodation. We E-Verify all employees.

"EOE, including Disability/Vets" OR "Equal Opportunity Employer, including Disability/Veterans"

The Alakaina Foundation Family of Companies (FOCs) is comprised of industry-recognized government service firms designated as Native Hawaiian Organization (NHO)-owned and 8(a) certified businesses. The Family of Companies (FOCs) includes Keaki Technologies, Laulima Government Solutions, Kpono Government Services, and Kapili Services, Po`okela Solutions, Kkaha Solutions, LLC, and Pololei Solutions, LLC.

Alaka`ina Foundation activities principally benefit the youth of Hawaii through charitable efforts which includes providing innovative educational programs that combine leadership, science & technology, and environmental stewardship.

For additional information, please visit www.alakainafoundation.com

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