Administrative Assistant (Program Analyst I)

Goldbelt, Inc.•Atlanta, GA

7d•Onsite

About The Position

Goldbelt Professional Services, LLC is seeking an Administrative Assistant (Program Analyst I) to support the National Center for Immunization and Respiratory Diseases (NCIRD) at the Centers for Disease Control and Prevention (CDC). The role provides a broad range of administrative support for NCIRD business services, including meeting coordination, travel and conference processing, human resources support, and operational assistance. The work is performed at the CDC Roybal Campus in Atlanta, Georgia. The position reports to Goldbelt Professional Services leadership and supports timely, high-quality deliverables for the client. The role coordinates meeting logistics and materials; supports domestic travel authorizations, conference approval requests, itineraries, vouchers, audits, and related reporting; and helps process personnel actions, staff requests, training, and employee onboarding. It also provides operational and executive support, including correspondence, calendars, communications, time and attendance, mail, customer service requests, and tracking work requests. The assistant works collaboratively with CDC partners and administrative staff, and closely with the Executive Assistant on leadership engagements and briefing materials.

Requirements

High school diploma or GED.
Three to five years of increasingly responsible administrative specialist experience.
Experience working with executives or senior staff.
Ability to obtain and maintain CDC Clearance.
Excellent written and verbal communication skills.
Intermediate to advanced knowledge of Microsoft Office applications, including Word, PowerPoint, Excel, and Outlook.
Ability to work diplomatically and professionally with a highly educated scientific customer base.
Ability to work independently, take a solution-oriented approach, and stay motivated.
Ability to manage multiple tasks and constituencies, balance competing priorities, and thrive in a complex environment.
Strong judgment, decision-making, analytical skills, business intuition, and acumen.
Ability to collaborate with internal CDC partners.
Strong organizational skills.
Ability to work in a fast-paced environment and meet tight deadlines.

Nice To Haves

Bachelor’s degree.
Prior experience working with the CDC.

Responsibilities

Coordinate meeting and conference logistics, including room reservations, scheduling, room preparation, participant communications, and on-site support.
Liaise with meeting and events planning staff and coordinate routine and non-routine meeting logistics.
Print and compile materials for meetings, daily packets, travel books, visits, presentations, and briefings, coordinating with the Director’s support staff to ensure materials are complete.
Develop distribution channels for meeting minutes, office policies, and other internal and external communications.
Attend meetings needed for routine coordination, including weekly meetings with other administrative staff.
Manage and schedule annual meetings using the CDC Conference Room Scheduling System (CRSS).
Serve as a travel resource contact for NCIRD conference approval actions and travel-related initiatives, and help resolve travel issues.
Research and interpret HHS travel and conference guidance and apply relevant conference management and logistics policies, guidelines, and regulations.
Perform travel and administrative tasks, including processing domestic travel authorizations, creating itineraries, submitting and monitoring conference approval requests, and processing vouchers.
Follow up with travelers after trips to collect receipts and coordinate voucher submission in Concur.
Prepare and coordinate staff travel in accordance with NCIRD, CDC, and HHS policies, procedures, and regulations.
Facilitate administrative processing of individual and group travel memoranda and travel reporting audits.
Develop reports using CAS II, ConcurGov, or other systems as needed; monitor travel projections and update them; and monitor and update Unliquidated Obligations monthly.
Receive and process system data exchanges for personnel requests, provide reporting and reconciliation, and check requests for completeness, accuracy, and appropriateness.
Assist with employee onboarding, award nominations, staff requisitions, detail actions, and contractor systems training.
Ensure outside activities records comply with general business operations.
Prepare and process personnel actions for Civil Service, Commission Corps, Senior Biomedical Research Service Distinguished Consultant, and Non-Full Time Employee (FTE) personnel.
Track forms and materials for evaluation, training, and staff development, and help obtain CDC systems training for NCIRD staff.
Contribute to developing and improving internal and external systems and NCIRD processes.
Provide guidance and technical assistance to staff on documents required for administrative, operational, and programmatic processes.
Track correspondence responses requiring leadership attention and ensure timely action and compliance with deadlines.
Monitor customer service request mechanisms and internal tracking controls, and contribute to improvements to these systems and processes.
Complete assigned non-routine tasks collaboratively and work closely with the Executive Assistant on high-level engagements and briefing materials.
Prepare daily schedule packets and travel books, coordinating with the Executive Assistant to ensure necessary documents are included.
Prepare routine and non-routine correspondence for executive signature in accordance with agency guidelines.
Coordinate senior staff travel, TDY, and leave calendar availability with other administrative staff.
Arrange conference calls and video or data conferences, including those with a global audience.
Review and sort paper and electronic mail, identify required actions, and act when appropriate.
Assist with complex administrative tasks such as voicemail and email distribution lists, time and attendance reports, and expense reports.
Coordinate with external third-party suppliers to address support needs and issues on behalf of the executive.
Provide courteous telephone support and independently handle calls as an executive representative.
Record and 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.
Draft communications with consideration of the current internal and external work environment.
Assist with mail distribution.