Program Assistant

TJFACT LLC - Totally Joined for Achieving Collaborative Techniques•Chamblee, GA

5d•Onsite

About The Position

TJFACT is seeking a well-organized and proactive Program Assistant to support the Centers for Disease Control and Prevention (CDC), Division of Violence Prevention (DVP) team, in Atlanta, GA. The Program Assistant will be responsible for the following programmatic and administrative support activities. These are a portfolio of services for DVP as a whole, with some distinctions noted for one Management Analyst who will support the Office of the Director (OD). The Program Assistant positions will be assigned to support division-wide programmatic and administrative needs within DVP. Each may be called upon to serve as a back-up when other program assistants are absent or have peak workloads. Program support position will require access to Personally Identifiable Information (PII), therefore requiring contractor to maintain a Tier 2 Public Trust Level 5 clearance.

Requirements

High school diploma and minimum of 5 years applicable experience
Strong oral and written communication skills
Ability to complete research via internet
Skill in use of various office automation, hardware, and software components and packages (e.g., word processing, electronic mail, schedulers, spreadsheets, databases, tables and graphs)
Knowledge of software functions to produce a wide range of documents, such as graphics or tables within text, to edit/revise electronic submissions, and to edit/revise existing databases or spreadsheets
Knowledge of the principles, methods practices, and techniques of written and verbal communication
Skill in communication techniques to gather and disseminate information and communication problems and results
Ability to work well with others and manage multiple tasks, with good organizational skills
Ability to handle contacts with internal and external constituents through a variety of situations with diplomacy and tact, in a professional, courteous, and helpful manner
Experience providing similar services for an office of relative stature
Knowledge of various virtual platforms to support necessary meetings and workflows such as Microsoft Teams, SharePoint, etc.
Ability to maintain appointments and meeting schedule; provide materials and data which will facilitate accurate and precise decision-making for which contractor is responsible for including meetings and conferences
Ability to manage logistical support for various meetings and activities critical to business operations
Ability to independently resolve calendar appointment conflicts as appropriate while understanding priorities

Responsibilities

Provide time keeping services for DVP in accordance with CDC policies and procedures, DVP standard operating procedures, and technical guidance provided by the CDC’s Contracting Officer’s Representative (COR). This includes reconciling leave taken by staff with official timekeeping records, assisting with and providing guidance on resolving timekeeping issues, collecting and filing timesheets and leave slips, reviewing employee information in CDC time management system for discrepancies, providing guidance on correct use of CDC's time management system, and providing guidance on time and attendance regulations.
Manage all domestic and international DVP travel processes from initiation to completion, including travel authorizations and voucher processing. This involves collecting and reviewing travel request paperwork, submitting requests through the CDC travel system Concur, addressing travel issues, ensuring routine requests are approved timely, entering conference announcements and staff requests into the conference system, processing travel vouchers for payment, educating travelers on CDC travel rules and regulations, and providing input for annual travel projections.
Complete in-processing and out-processing tasks for new and departing staff in the Systems for NCIPC Administrative Processes (SNAP).
Function as the point of contact for all DVP operational services, including ordering and distributing supplies, managing mail, maintaining office equipment, and handling administrative services. This includes submitting requests into various CDC systems (CONCUR, TASNET, CCPS, VSTS, Visitor Management System, CAMS, NCAMS, SNAP), working with DVP’s Program Specialist for travel approvals, researching supply sources, maintaining the DVP workroom, ensuring office equipment is functional and repaired, submitting requests for furniture/equipment moves, receiving and distributing mail, shipping documents, responding to routine telephone requests, referring calls and visitors, maintaining office files, referring non-routine requests, and submitting updated upcoming activities into the Forecasting Portal.
Provide meeting support for recurring and one-time meetings, including reserving rooms, directing room set-up, arranging audiovisual equipment, loading presentation materials, operating meeting systems for remote participants, preparing and distributing handouts, and capturing meeting content in notes.
Develop documents for DVP using Microsoft Office Suite (Word, PowerPoint, or Excel) with at least intermediate skill level. This includes soliciting and compiling data, reviewing materials for typographical accuracy and proper format, preparing routing correspondence, documenting and distributing communications, and collecting information for routine inquiries.
Manage calendars for division senior leadership with utmost discretion, ensuring information is shared on a need-to-know basis. This includes keeping calendars up-to-date, managing and scheduling annual meetings, providing hard copies of calendars and attachments, tracking RSVPs, resolving meeting conflicts, and serving as POC for scheduling virtual meetings using various platforms.
Maintain federal records according to the CDC Records Management Policy and CDC Records Retention schedule, and complete required CDC Records Management training.