Management Analyst (52500)

Position Objective: The Management Analyst will provide critical operations coordination to the NIAID Executive Officer (EO) who also serves as Deputy Director for Science Management (DDSM) and a senior advisor to the NIAID Deputy Director and the NIAID Director. The services provided include analytical administrative and project support for organizational operations for the National Institute of Allergy and Infectious Diseases within the National Institutes of Health.

Duties and Responsibilities:

• Provides analysis and advisory services regarding management functions.
• Prepares a variety of management and administrative studies to analyze and evaluate internal procedures policies processes and systems for the purpose of improving efficiency.
• Reviews and comments on new or proposed changes to existing policies procedures or systems.
• Prepare reports in the areas of budget procurement HR travel etc.
• Reviews policy and regulation that governs the activities performed in the program.
• Prepare reports and presentations for meetings.
• Research and suggests developing areas of management policy.
• Performs in-depth analysis and statistical comparison of organizational data and information.
• Assist financial managers prepare annual appropriate budget requests.
• Conduct workforce studies and provide in-depth analysis and reporting
• Provide senior-level meeting and executive support to the Office of the Director (OD) independently performing complex administrative and coordination functions to relieve OD leadership of administrative burdens and enable focus on executive-level responsibilities.
• Manage administrative operations for OD leadership ensuring efficient workflow prioritization of executive activities and proactive anticipation of leadership needs.
• Serve as a trusted resource to OD leadership handling sensitive and time-critical matters with a high degree of discretion and professionalism.
• Prepare edit and finalize routine and advanced correspondence including letters presentation materials memoranda reports and briefing materials.
• Synthesize information from multiple sources to develop clear executive-level responses to inquiries from senior officials and stakeholders.
• Manage and facilitate communications on behalf of OD leadership ensuring alignment with organizational priorities.
• Oversee and manage complex executive calendars independently resolving conflicts and aligning schedules with strategic priorities
• Evaluate and prioritize meeting requests exercising judgment on urgency importance and relevance.
• Coordinate high-level meetings involving senior government officials and external partners.
• Handle a wide variety of administrative and operational situations including resolving conflicts related to scheduling resources and office coordination.
• Identify potential issues and implement solutions with minimal guidance.
• Track and follow up on action items ensuring timely completion of leadership priorities including project status reports dashboards and executive briefings.
• Plan coordinate and execute logistics for executive-level meetings briefings and events (virtual and in-person) including space technology and materials.
• Attend meetings as required to capture key decisions discussion points and action items.
• Prepare and distribute briefing materials and ensure proper documentation and centralized recordkeeping.
• Develop standard operating procedures (SOPs) and process documentation.
• Conduct advanced internet and database research to support leadership requests and program needs.
• Compile analyze and present data in formats suitable for executive decision-making.
• Support data-driven decision-making using Excel Power BI Tableau or similar tools.
• Assist with planning coordinating and tracking projects and program activities and monitor project schedules milestones deliverables and risks.
• Coordinate responses to internal and external data calls ensuring accuracy completeness and timeliness.
• Support budget planning and tracking activities in coordination with Administrative Officers (AOs) and program staff.
• Assist in monitoring expenditures and preparing financial documentation and reports and assist with resource planning and forecasting.
• Prepare and process administrative actions such as procurement requests training requests and related documentation.
• Prepare analytical reports and recommendations.
• Support program evaluations and organizational studies.
• Manage end-to-end travel coordination for leadership and staff including authorizations vouchers travel orders and registrations.
• Ensure compliance with federal travel regulations and agency-specific policies.
• Maintain organized systems for document storage and retrieval (e.g. SharePoint NIH Box) ensuring accessibility and compliance with records management policies.
• Ensure proper handling and safeguarding of confidential and sensitive information.
• Maintain project documentation and records.
• Develop reports manuals and user guides.
• Ensure documentation complies with records management requirements.
• Organize electronic files and document repositories.
• Support documentation management for program operations and compliance requirements.
• Oversee administrative processes and identify opportunities to improve efficiency and effectiveness.
• Develop and implement
• improved workflows and incorporate new tools technologies and best practices.
• Track office inventory and coordinate procurement of supplies and equipment.
• Develop format and review a wide range of documents ensuring accuracy completeness and adherence to organizational standards.
• Independently prepare and format presentations reports and spreadsheets using advanced software tools (e.g. Word Excel PowerPoint).
• Integrate and reconcile edits from multiple stakeholders using document management tools (e.g. track changes).
• Assist in the collection compilation and dissemination of scientific and programmatic information relevant to OD priorities.
• Maintain awareness of ongoing initiatives deadlines and action items to ensure OD leadership is informed of critical developments.
• Coordinate with internal and external stakeholders.
• Respond to information requests.
• Support customer service and communication initiatives.

Basic Qualifications:

• Masters degree in Business Administration or similar field.
• At least 5 years of experience in a related field.
• Related business consulting experience
• Proficiency with MS Office Suite.
• Familiarity with a variety of management concepts efficiency tools performance assessments and process engineering methodologies.

Preferred 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

*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 . 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.

Qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability protected veteran status or other characteristics protected by law.

This position is contingent upon contract award.