Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
Schedules and maintains an accurate tracking system of all activities.
Schedule and maintain a tracking system for all activities.
Keep government abreast of all commitments via the maintenance of daily calendar.
Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
Review and summarize the content of incoming materials, specially gathered information, or meetings.
Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
Plans and completes various special projects.
Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
Provide editorial and logistical assistance to staff on managing special projects/activities.
Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues. Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintain complex schedules and calendars, and advises staff on the most effective method and format of presentations.
Coordinate meetings, conference calls, seminars, workshops, and courses for staff; schedule conference rooms. Update/maintain shared calendars; rearrange calendars to accommodate situations of an urgent nature.
Establish and prioritize meeting appointment priorities, or reschedule or refuse appointments or invitations.
Contact participants and notify them of topics to be discussed.
Schedule room and audio-visual reservations.
Prepare agendas, handouts, and background materials.
Work with staff on the creation and preparation of presentations and slides; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes.
Updates databases and spreadsheets and creates reports for management.
Develop, maintain and update spreadsheets for personnel, budget, and travel actions.
Create summaries and reports based on the information gathered.
Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.
Develop and/or complete forms and prepare for staff's signatures.
Maintains inventory and initiates purchase requests.
Maintain office records including office procurements and reimbursement procedures.
Oversee inventory of office supplies.
Prepare purchase requests, maintenance agreements and draft justification for government signature of needed office supply items.
Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.