The purpose of this position is to provide administrative support services for the Division of HIV Prevention (DHP) as specified herein. These services can include handling a wide variety of situations involving the administrative functions of an office.
Department/Contract: Centers for Disease Control and Prevention (CDC) through the National Center for HIV/AIDS, Viral Hepatitis, STD, and TB Prevention (NCHHSTP), Division of HIV Prevention (DHP)
Classification: SCA
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Reports to: Shared Services Director
Supervises: N/A
Location: Remote/Hybrid
Duties and Responsibilities:
- Manage complex calendar(s) and independently schedule appointments.
- Make complex travel arrangements, complete travel requests, schedule meetings, and makes logistical arrangements for the same.
- Manage communication, including emails and phone calls, independently responds to issues that can be addressed at this level.
- Coordinate logistical arrangements for programs, events, or conferences on site at the CDC.
- Develop/set up meeting agendas, record minutes during presentations and meetings.
- Provide assistance with the creation, routing, and dissemination of informational products and materials.
- Conduct ongoing follow-up on the status of training, procurement, conference attendance and record accordingly
- Maintain performance appraisals schedule and set up one-on-one meeting between the manager and employee.
- Organize and maintain files and databases in a confidential manner
- Prepare and maintain office excel spreadsheet listing federal property inventory and relocation for senior leadership
- Coordinate job openings, processing, and fillings positions
- Coordinate and administer the weekly Turning Research into Prevention (TRIP) for the Office of Science (OS)
- Maintain office organizational charts and update as requested or when staffing changes occur.
- Provide intranet/internet research services for the leadership staff on a variety of subjects
- Performs department-related accounting, personnel, and payroll functions such as: monitors the department financial accounts; orders supplies, and equipment; processes employee change of status, time sheets, employee leaves, and may assist in the coordination of scheduling substitute employees.
- Other duties as assigned
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