Ofrm Office Manager

Position Requirements Overall Position Summary and Objectives Min Education Resume Max Pages Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the Clinical Center, Office of Financial Resource Management. The primary objective is to provide services and deliverables through performance of support services. Bachelor's 3
Additional Qualifications
Certifications & Licenses

• not applicable

Skills (Ranked By Priority)

1. Executive level support
2. Expense reconciliation, project management/planning, timekeeping, fellowship program management
3. Travel planning
4. Meeting coordination
5. Meeting minutes/summary reports
6. Calendaring

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked
Software

• SharePoint
• MS Office
• Concur
• ITAS

Field of Study

• Health and Medical Administrative Services

Statement of Work Details Provides support for various procurement and administrative tasks.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel(Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms.
• Work with staff on internal operating budget establishment; monitor obligations and commitments; advise senior staff on spending andtrack spending pattern and needs for internal tracking.
• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remoteconnection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and otheractivities including performance management documents, awards, committee memberships, etc.
• Produce a wide range of documents; address a variety of office needs which may include word processing, information management,report preparation, publications, information gathering, communication, etc.

Acts as point of contact with management and administrative, budget and property management staff.

• Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of allmaintenance contracts for office equipment.
• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officialsand administrative offices.
• Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and generalinformation.
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communicationsamong staff to facilitate the efficient flow of information relating to projects and program activities.

Provides guidance to staff on Federal guidelines and procedures.

• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
• Provide information to program staff on policies and procedures for government travelers and invited guests.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance ismaintained.
• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; providesummaries for analysis and interpretation.
• Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items.- Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH

Property Management Policies.
Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

• Set up and format spreadsheets to analyze information.
• Work with staff to justify the annual administrative budget, which includes monies for equipment, supplies, services, publications,magazines, training costs, and any projected personnel.
• Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and projectmanagement.
• Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance,accessions and separations.
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
• Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budgetproposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.

Prepares inventory and purchase requests and assists with property management.

• Maintain office records including office procurements and reimbursement procedures.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assignedoffice.
• Serve as one of the Property Accountability Officers for accountable property, maintaining required controls and records, andoverseeing inventory in accordance with applicable policy and regulations. 1
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements andreimbursement procedures.
• Enter requests for office supplies using POTS. 2
• Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements. 3 - Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
• Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to supportproperty management activities.
• Manage office records and spreadsheets including office procurements, reimbursements, and property.
• Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.- Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.

Coordinates with management on special projects.

• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.- Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters andreports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.
• Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscuttinginitiatives and task force groups to accomplish programmatic goals.
• Coordinate all administrative aspects of special projects.
• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents toresearch; resolve action processing issues.
• Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization's strategic plans.
• Conduct project close out reviews to reflect current processes and identify areas for improvement.

Researchers and proposes new administrative procedures.

• Gather and analyze information about processes and programs.
• Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors. 4
• Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring ofcontent and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identifyexisting problems and inefficiency; develop recommended solutions. 5

Deliverables paperwork - Quarterly Prepare, track and manage OFRM training plan - MonthlyPrepare, track and manage OFRM department budget - MonthlyPrepare travel
Physical Requirements Does this position require enrollment in the NIH Bio surety Program? Does this position have clinical responsibilities that involve direct patient care? No No Alone Closely with others Outside In dust In excessive heat In excessive cold In excessive noise No Yes No No No No No

Will the individual be required to: Lift or carry more than 50 pounds Lift or carry 25-50 pounds Lift or carry less than 25 pounds Push or pull more than 45 pounds Push or pull 25-45 pounds Reach above shoulder level No No No No No No Push or pull less than 25 pounds Stand or walk more than 25 of 30 min Bend repeatedly Kneel Crawl Climb No No No No No No Have correctable near vision Distinguish basic colors Operate a motor vehicle Perform repetitive activities Have depth perception Use both hands No No No No No No Will the individual be working: Shifts Protracted or irregular Hours On slippery or uneven working surfaces On ladders or scaffolding Around machinery with moving parts With hands in water With solvents No No No No No No No Will the individual be in contact with any of the following: Asbestos High noise levels Small animals
(fish, birds, rodents etc.) Large animals
(cats, dogs, sheep etc.) Non-Human
primates (rhesus, cynos etc.) Non-Human primate tissues Radiation Human blood or other body fluids Patient/
Human
subjects Lasers (Open or Closed) No No No No No No No No No No Will the individual have contact with any of the following: HIV-1 HIV-2 HTLV I/II MMR Viruses Rabies Virus SIV Taxoplasmosis Varicella Virus Orthopox Virus No No No No No No No No No Will the individual have contact with any of the following: Aerosols Biological Inhalants Corrosive Substances Inorganic dusts and powders Insecti/Herbi/ Pesticides Other Plastics Heavy Metals Petroleum products Solvents Sensitizing Agents No No No No No No No No No No No Will the individual have contact with any of the following: B.Antharcis Botulinum N-toxin Ebola Virus F.talarensis Monkeypox
Virus Ricin Yersinia Pets Other No No No No No No No No Will the individual have contact with any of the following Tier1 Select Agents: Gloves Face shields/ goggles Safety Glasses Safety Shoes Lab Coat Ear plugs/ muffs Impervious suit Disposable dust/surgical masks Respirator Clean Room Uniform No No No No No No No No No No