Provide services as a Chief of Staff in support of the overall functions of the National Institute of Arthritis and Musculoskeletal and Skin Diseases (NIAMS) within the National Institutes of Health (NIH).

Duties and Responsibilities:

• Develop and implement programs, procedures and guidelines in the areas of administrative and information management;
• Analyze and track existing processes on a daily basis and strategize improvement plans to enhance efficiency and productivity;
• Manage special projects and workload distribution to ensure timely completion of deliverables and follow up on outstanding action item and activities;
• Establish and maintain effective working relationships;
• Draft and disseminate communications with the scientific community on behalf of the OSD, SD, and Deputy SD;
• Maintain the SD’s calendar and meeting requests.
• Oversee and coordinate the administrative management of the office; delegate administrative work based on priorities, deadlines, and available staff to ensure that administrative and clerical tasks and functions are efficiently completed;

• Responsible for ensuring that all staff members are appropriately training in administrative duties (travel, personnel, procurement); explain/clarify policy, plans and administrative matters;

• Set and evaluate expectations of the quality level of deliverables, regularly communicate these expectations to the staff and hold staff accountable when deliverables are of poor quality;
• Exercise responsibility for the internal document control management: review and proof work for accuracy and completion, and accept, amend or reject work as appropriate on behalf of Deputy SD and SD;

• Establish, track and implement efficiency standards to maximize operations, administrative processes, and staff output; refine as needed;
• Evaluate existing task completion processes for efficiency and effectiveness and implement short- and long-term improvement procedures to prioritize efficiency, efficacy, and time management.
• Consults with administrative staff to discuss proposed work assignments and strategically reassigns work duties in times of personnel shortage or organizational changes to ensure that workloads are regularly balanced.
• Participates in all aspects of the recruitment and onboarding process of new staff, including drafting the position description, participating in the interview process, working with the team to select the most suitable candidate; participate in onboarding procedures;
• Establish and evaluate performance plans and individual development plans for each staff member; conduct quarterly meetings with staff to review performance and provide recommendations for improvement as needed;
• Regularly meet with staff to discuss goals and benchmarks and make recommendations on how to achieve these.
• Assist with the logistical coordination of the Board of Scientific Counselors (BSC) Review process; communicate with PIs, BSC committee and Ad Hoc reviewers about the review and deliverables; draft memos, prepare reports, and

• Reviews and makes recommendations on new or changes programs and plans and formulates and proposes plans, programs, and policies to ensure proper and consistent implementation of the organization’s goals and objectives.
• Maintain liaison and coordination between the organization and other NIAMS and NIH offices. Maintains close liaison with the AMB to ensure that actions are processed expeditiously and that all guidelines and applicable laws are followed and/or provide additional information or documentation when needed.
• Conduct various ad hoc analyses, prepares reports, compiles information for management as required and briefs senior officials on major issues.
• Responsible for researching, interpreting, communicating, implementing and obtaining clarification when necessary of NIH/NIAMS/IRP policies, which cover the full spectrum of regulatory and administrative issues.
• Serve as the primary POC for OSD staff on organizational matters, participating in team discussions with the OSD and other senior officials, interpreting and advising on applicable laws and regulations, policies and procedures, actively contributing to the solution of problems or questions.
• Oversee the status of active projects in the office, maintain project tracker to assess schedule of deliverables and milestones accomplished;

• Implement project management strategies for new project requests; identify approach and objectives based on understanding of program and overall priorities; define deadlines, scope of work, deliverables and estimates of resources required.
• Oversee individual workload distribution among staff per project and regularly meet with staff to check on the status of projects and provide feedback and guidance as needed.
• Serve in an advisory role for conference management to IRP branches and centers, provide recommendations on best practices for ensure that events align with NIAMS policy (i.e. Gift Funds, Use of Appropriated Funds, etc.)
• Keep Deputy SD fully informed on the status and progress of the projects/assignments, identifying potential risks and/or long-term benefits or implications as appropriate and discuss appropriate recommendations pertaining to projects/assignments.
• Serve as liaison on behalf of the SD, Deputy SD, and OSD staff and handle communication with persons or groups within and outside of the NIAMS IRP. Maintains liaison and communications with persons and groups from both within and outside organization on routine program matters.

• Manage and/or prepare responses to communications/correspondence and route it to the proper staff member; monitor communications to ensure that actions taken are completed accurately and that appropriate procedures are followed.
• Communicates orally and in writing with appropriate offices on a daily basis, plans and carries out the approved assignments and resolves most of the conflicts which arise.
• Draft memos, emails, letters on behalf of the SD and Deputy SD as applicable.

Basic Qualifications:

• 10+ years of experience and a Bachelor’s degree or a Master’s degree and 3-5 years of experience.
• Bachelor’s degree and at least a few years of NIH administrative experience in a role supporting senior level personnel.

Minimum Qualifications:

• Ability to communicate effectively, orally and in writing, with non-technical and technical staff
• Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects
• Experience handling high levels of calendaring and meeting coordination.
• Experience in a Staff Assistant role where they supervised/trained administrative support staff and have had administrative update meetings with senior level personnel of the branch/lab.
• The position will be a hybrid of working remotely and coming on campus at least 2 days a pay period (that is the minimum and the supervisor may want this person to come in the office possibly a couple days a week in the beginning).

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.