Program Assistance II (PHWB)

Summary

Come join a company that strives for Extraordinary People and Exceptional Performance! Chenega Services & Federal Solutions, LLC, a Chenega Professional Services’ company, is looking for a Program Assistance II to support the Division of Workforce Development (DWD) who provides leadership in science, public health practice, and education. This position shall provide administrative and programmatic support services

Our company offers employees the opportunity to join a team where there is a robust employee benefits program, management engagement, quality leadership, an atmosphere of teamwork, recognition for performance, and promotion opportunities. We actively strive to channel our highly engaged employee’s knowledge, critical thinking, innovative solutions for our clients.

Responsibilities

Prepare and submit SharePoint requests including personnel actions, in- and out-processing, travel, relocation, training, etc.Complete training requests in the Vendor Supplied Training System. Speak with vendors to facilitate procurement.Reference administrative Standard Operating Procedures (SOPs) and use programmatic tracking spreadsheets to ensure operational efficiency. Provide routine administrative support for team including submission of SharePoint requests, and resolving general administrative inquiries and needs such as photocopying, scanning documents, FedEx, regular mail, formatting correspondence on CDC letterhead, conference room or workspace reservations, and general activities and knowledge such as location of CDC offices, etc.Coordinate or participate in the rotation of mail sorting with other branch/division support staff.Maintain PHWB supply inventory by checking stock in storage areas to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies, and verifying receipt.Coordinate logistics for meetings, interviews, webinars, training sessions, orientations, and graduations. Logistics may include room scheduling; setup; meeting materials; invitations, speakers; outside visitor access; agenda, evaluation, and meeting minutes distribution, etc.Appropriately handle confidential and sensitive information. Manage program or management calendars.Draft, review, and send communication on behalf of program or branch. Collect content, draft, and format reports and documents.Triage or answer email inquiries in program or management in-boxes.Maintain various branch records and documents on SharePoint.Update lists, including distribution lists, and appropriate access to SharePoint, calendars, etc. Facilitate staff interview processes or fellow selection processes.Communicate with branch and division administrative staff for information gathering and sharing.Attend administrative meetings such as the Global Travel Office monthly travel meeting and branch administrative staff meetings.Maintain administrative files and records.Assist with scheduling recruitment activities and preparing recruitment announcements. Compile onboarding information and prepare onboarding documents (ex. 1475s, 100s, etc.) for PHWB fellowship programs.Provide host sites guidance on extensions and stipend increases. Complete fellows’ immigration packages such as requests for visa assistance, including completing relocation documents.Coordinate and respond to requests from the PHWB OD staff, the division, and the center.Prepare closeout documents for fellows upon completion of the fellowship program.Submit requests into a variety of CDC electronic bases systems such as ICE (procurement requests and invoices), Concur (Travel) TASNet (Time and Attendance), MACCS (purchase card), STARS (Study Tracking and Reporting System), IAN (Inter-Agency Agreements), NCAMS (Non-U.S. Citizen Access Management System), e-QIP, Navigator, utilizing personal identifiable information that requires Level V/Public Trust Clearance

Qualifications

Bachelor’s degree in a relevant field2-4+ years of experience

Knowledge, Skills And Abilities

Strong project management, project coordination and prioritization skills, Ability to recognize client needs, Exceptional organizational and collaboration skills. Capable of taking direction and being adaptable to change.Excellent verbal and written communication skills Exceptional customer service orientation Attention to details and deadlines ensuring effective task management