Program Analyst at ASRT, Inc. in Atlanta, Georgia

Job Description:

JOB TITLE: Program Analyst

POSITION NUMBER: 2407-15976-PA

POSITION LOCATION: Atlanta, GA, USA

ANTICIPATED START DATE: Two weeks after candidate identification

TRAVEL: As required to fulfill the responsibilities of the position

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 of the Director (OD), within The National Center for Injury Prevention and Control (NCIPC) at the CDC, located at 4770 Buford Hwy NE, Chamblee Campus Atlanta, GA 30341, to provide on-site and or remote executive level program and administrative support services.

SCOPE OF WORK

The Program Analyst will be responsible for planning, organizing, coordinating, and managing all tasks in order to develop general task and activity plans, progress monitoring plans, issue resolution and risk mitigation plans, and user acceptability of completed products services or deliverables. The Program Analyst will be responsible for ensuring the proficiency and productivity of staff and the quality of task deliverables, provide ongoing evaluation of task work quality, customer service, and timeliness, communicate with internal and external collaborators in identifying problems, and recommending enhancements to task approach or innovative solutions.

MAJOR DUTIES AND RESPONSIBILITIES

1. Project Management

1. Organize a kick-off meeting within 30 days after contract award with the CDC Contracting Specialists, Contracting Officer's Representative (COR), and Program Management Officer within NCIPC/OI D and other Center wide offices to discuss communication procedures, scope, expectations, and delivery schedule.
2. Prepare and submit monthly project summary report, including accomplishments and deliverables and/or documents produced. See Deliverables and Reporting Schedule section for details.

2. Teamwork

1. Works directly with the Deputy Director and Associate Deputy Director and Deputy Director for Communication.
2. Assists NCIPC/OSI/OI/OC professional staff as needed.
3. Participates fully with other program and administrative staff in the completion of tasks.

3. Communication

1. Serve as a liaison between various NCIPC//OD Offices (OSI/OI/OC) Deputy Directors and other professional staff and other CIOs' executive assistants to coordinate schedules and address any outstanding tasks. Coordinate meetings with other OD offices and Division offices to communicate and resolve concerns, provide guidance on policies and procedures related to NCIPC and disseminate information.
2. Serve as a liaison between NCIPC/OD and other CDC offices, national and international organizations to facilitate meeting and invitational requests. Information may consist of policy, procedure, correspondences. Contract staff is required to be in compliance with Health and Human Services (HHS) and CDC guidelines.
3. Refers calls and vistors to appropriate staff, answer and triage internal and external telephone calls. Discern between important calls requiring immediate action and calls that can be returned at later point in the day. Ensure the Deputies and Associate Deputy tor addresses all important calls.
4. Provide general reception tasks such as receiving and screening incoming inquiries by phone and other digital communications media (e.g., email, text message, instant message) and in-person. visitors and direct them to the appropriate person or group and scheduling conference rooms. Screen incoming calls and correspondence; respond independently when warranted.

4. Calendar Management

1. Schedule, update, coordinate, plan, and cancel appointments, meetings, conference calls, and video conferences. Perform a daily review of weekly activities and calendar appointments and make required adjustments. With keen accuracy, verify and confirm meeting locations, attendees and conference bridge lines or web meeting links. Ensure there is no overlap in conference line and/or meeting room usage to prevent overlap of calls and maintain the confidentiality of the information discussed.
2. Provide the Deputy Director and Associate Deputy Director with daily status updates (i.e., schedule of availability: on leave, in a meeting, offsite) of direct reports and, as requested, indirect reports. Ensure the Deputy Director and Associate Deputy Director's calendar is updated with this information.
3. Maintain appointment calendars for the Deputy Director and Associate Deputy Director leadership meetings via Microsoft Outlook.

5. Meeting Logistics

1. Ensure meetings are scheduled at the appropriate level. Make sure to gather all meeting information (subject, details of meeting request, participants, etc.) prior to scheduling a meeting. With instance of new meeting requests that are outside of the ordinary meetings, check with the Deputy Director, Associate Deputy Director, and/or delegate to see if the meeting should be scheduled.
2. Ensure time between meetings are sufficient for the Deputy Director and/or Associate Deputy Director to get from one meeting to the next meeting. Make sure parking and hoteling space is available for the Deputy Director and Associate Deputy Director at other CDC campus locations.
3. Arrange and coordinate calendar scheduling, meetings, events, and prepare itineraries for the Deputy Director and Associate Deputy Director. Ensure adequate and final agendas are distributed to external partners, stakeholders, and other representatives.
4. Develop meeting agendas, manage, and secure space to accommodate meetings and events using CDC conference areas (via CRSS, IFMS, etc.) and internal resources to include minor logistics, ensure sufficient IT support for web meeting functionality (via Microsoft Teams, Zoom, etc.) and video, camera, speaker, and microphone quality, and assure necessary arrangements are made.
5. Provide logistical support for meetings at physical CDC locations and on virtual platforms in a hybrid and/or remote work environment. Assist with operation of online meeting platforms and audience management tools.
6. For meetings organized outside of NCIPC, ensure appropriate pre-meeting materials have been obtained and shared in advance with participants.
7. For speaking engagements where the Deputy Director and/or Associate Deputy Director have a speaking or presentation role, work with internal and external resources to collect presentation and logistical requirements (e.g., meeting purpose, agenda, audience, speaker profiles, timelines, remote vs. in-person options, recording options), work with team members to ensure speaker materials are cleared, formatted, and ready in advance of the event, and attach materials to the calendar.

6. Conference Registration and Training Requests

1. Prepares Deputy Director, Associate Deputy Director, and other professional staff conference registration, including requirements and appropriate timelines for CDC clearances, and personal liability reimbursement requests for payment by the NCIPC cardholder.
2. Develop and maintain database and spreadsheet documents for multi-traveler conference requests.
3. Request and track required administrative approvals via CDC and HHS systems (e.g., ICAP, CAMS) for conference participation.
4. Collect requirements and track ethics approvals, e.g., official duties, outside activities, financial disclosures.
5. Submit and track training orders and requests and complete training registrations (via HHS Learning Portal, EASI, etc.), as needed, for the Deputy Director, Associate Deputy Director, and other professional staff . Process training requests and coordinate payment for conference participation, obtaining necessary administrative approvals.
6. Stay abreast of all required trainings for the Deputy Director, Associate Deputy Director, and other professional staff and keep track of training deadlines. Schedule adequate time for the Deputy Director and Associate Deputy Director to complete required trainings via calendar invite. Insert training links into calendar invite for direct access. Ensure coaching hours are tracked to meet training requirements.

7. Documentation

1. Prepare training requests and briefing materials while using information from emails and other sources, for anticipated events, corresponding reference documents and notations on special issues. Prepare and format correspondence using digital word processing software and ensure grammatical correctness and professional tone.
2. Prepare all required materials and documents for meetings, which includes printing and collating documents, assembling binders and presentations, making copies of materials, and editing and formatting documents, spreadsheets, memoranda, and letters.
3. Review incoming correspondence for format and grammatical accuracy prior to presenting for Executive signature. Ensure electronic forms are functional to capture electronic signatures. Once reviewed and signed, return signed documents to requestor. Ensure auto-pen (electronic signature) requests are electronically signed and routed appropriately. Ensure all folders are organized and move to the next approval phase accordingly. Understand the process of all required signatures and organize all materials in preparation for signature, discerning between electronic and hard copy.
4. Develop and provide appropriate routing and tracking services for all incoming requests for information or action, including mail distribution, email, and other digital communications.
5. Utilize knowledge of HHS, CDC, and NCIPC organizational structure to determine the appropriate official or subject matter expert to obtain any information necessary to develop and prepare responses to official correspondence as well as to prepare a variety of reports, presentations, and correspondence.
6. Maintain files and official records of all documents signed, reviewed, or approved by the Deputy Director, Associate Deputy Director, and OI professional staff in accordance with CDC records management policies.

8. Visitor and Staff Onboarding Management

1. Facilitate VIP visits for the Deputy Director, Associate Deputy Director, and OI professional staff. Plan, schedule, and ensure visitors have been granted security clearance prior to their visit to CDC. Coordinate with the CDC security office to ensure all requirements are met for visitors well in advance of the scheduled meeting/visit. Conduct visitor coordination for non-U.S. Citizens by working with the NCIPC adminintrartive staff to utilizing the CDC system to properly clear non-U.S. visitors.
2. Greet and escort visitors from the visitor's center/security station to appropriate meetings and/or events. Once the meeting is completed, escort them back to the visitor's center for departure. Arrange transportation as needed.
3. Provide in/out on-boarding support which may include working in several CDC systems and coordinating with CDC offices including the Office of Safety, Security and Asset Management (OSSAM). Coordinate required documentation for fingerprinting, security clearance, and smartcards for new and current staff members and visitors.

9. Travel

1. Prepare and maintain travel forecasts and proactively assist all travelers to complete requests for travel in a timely fashion.
2. Prepare and coordinate all domestic and international travel arrangements and other documents for the Deputy Director, Associate Deputy Director, OI professional staff, and invited guests using CDC's government travel system (via CONCUR, etc.) in accordance with official travel regulations. This includes entering travel authorization requests, preparing travel orders, booking hotels, reserving rental cars, and providing directions to and from hotels, meetings, and airports.
3. Reconcile all travel authorizations and vouchers ensuring they are in completed status. Ensure travel authorizations are booked/paid and in final approval status (e.g., authorizations final status: Posack Obligation; vouchers final status: Paid). Ensure vouchers are completed no later than five days after the traveler's return to permanent duty station.
4. Ensure travel authorizations move through the approval process without any cancellations (i.e., certain flight reservations have to be approved within 24-hours of booking or the flight reservation will be cancelled. Be aware of such requirements to ensure all approving officials approve the authorization within the 24-hour time frame).
5. Ensure all travel is in compliance with CDC's travel policy and guidelines (i.e., knowing the maximum reimbursement amount for the traveler's commute to/from airport/hotel, ensuring the government is not being charged hotel taxes).
6. Ensure travel is cancelled with OMEGA World Travel if travel is no longer required.
7. Create reference materials for travelers such as itineraries, maps, directions, and guidance about travel policies prior to their departure. Ensure all travel details (travel dates, hotel, flight, rentals, and departure/arrival times) are accurate and updated with current information.

10. Administration

1. Coordinate overall administrative management activities for the Deputy Director, Associate Deputy Director, and other professional staff.
2. Assist with daily activities of the office to see that official tasks are met.
3. Serve as time clerk and/or timekeeper for CDC FTE employees, preparing and ensuring the accuracy of bi-weekly time and attendance records, in accordance with CDC policies and procedures (TASNET).
4. Ensure new staff is equipped with office equipment and basic office supplies.
5. Monitor office equipment functions and request maintenance and repair services as needed.
6. Provide administrative services utilizing applications which include Microsoft Word, Excel, Outlook, PowerPoint, SharePoint, and Teams.
7. Provide support in compiling information for processing contracts (New, MOD, Opt) procurements, complete in/ out on-boarding processing, purchase orders, and credit card requestor via CDC automated systems (e.g., ICE, StarLIMS, CCPS).
8. Efficiently learn and utilize any other CDC or HHS systems that may be required during the course of any administrative tasks.

MINIMUM QUALIFICATIONS

Education and Experience:

• Bachelor's degree with 3 years of experience or a minimum of 5 years of experience performing similar duties

Required:

• All areas of responsibility require multi-tasking, detail-oriented organizational skill, and interpersonal interaction with internal and external executives and agency programs
• Highly competent and responsive management that demonstrates high caliber leadership and management practices
• Experience maintaining and providing administrative services in the Microsoft Office environment, including Word, Excel, and PowerPoint, SharePoint, and Teams
• Experience writing reports
• Experience coordinating the preparation of records such as CDC agendas, notices, minutes, and resolutions for corporate meetings
• Prior experience providing both domestic and international travel support, preferably at CDC
• Strong interpersonal skills required for teamwork and interaction with people across CDC and with external partners
• Ability to work independently and as part of a team

Desirable:

• Prior experience at CDC in a similar capacity strongly preferred
• Knowledge of systems and/or experience performing the following CDC administrative tasks preferred: Time and Attendance (TASNET), Travel (Concur), People Processing System, Conferences via Integrated Conference Approval Portal (ICAP)

Language Skills:

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

REQUIREMENT: Must be a 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.

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