Program Assistant

Program Assistant

Centers for Disease Control and Prevention (CDC) Division of Violence Prevention (DVP)

Atlanta GA Onsite Full-Time

About Us

Totally Joined for Achieving Collaborative Techniques (TJFACT) is a minority-owned Service-Disabled Veteran-Owned Small Business (SDVOSB) delivering mission-focused professional services and technology solutions to the U.S. Government. Our teams support critical federal missions through collaboration innovation and operational excellence while building lasting partnerships with our customers employees and industry partners.

About This Position

TJFACT is seeking a well-organized and proactive Program Assistant to support the Centers for Disease Control and Prevention (CDC) Division of Violence Prevention (DVP) team in Atlanta GA.

The Program Assistant will be responsible for the following programmatic and administrative support activities. These are a portfolio of services for DVP as a whole with some distinctions noted for one Management Analyst who will support the Office of the Director (OD). The Program Assistant positions will be assigned to support division-wide programmatic and administrative needs within DVP. Each may be called upon to serve as a back-up when other program assistants are absent or have peak workloads. Program support position will require access to Personally Identifiable Information (PII) therefore requiring contractor to maintain a Tier 2 Public Trust Level 5 clearance.

Key Responsibilities

Time Keeping

• The contractor shall provide time keeping services for DVP in accordance with CDC policies and procedures DVP standard operating procedures and technical guidance provided by the CDCs Contracting Officers Representative (COR). A key activity is reconciling any leave taken by staff with what staff officially records within CDCs timekeeping system. This task also includes assisting with and providing guidance on how to resolve timekeeping issues such as Use or Lose Leave Restoration. Some specific activities include:
  • Collecting and filing timesheets and leave slips for DVP employees;
  • Reviewing DVP employees information in CDC time management system to account for any discrepancy between an employees actual leave taken and the hours recorded in the time management system;
  • Providing guidance to DVP employees on how to correctly use CDCs time management system; and
  • Providing guidance to DVP employees on time and attendance regulations and provide regular updates to DVP management regarding adherence of timekeeping rules and regulations.

Travel and Conference Activities

• The contractor shall manage all domestic and international DVP travel processes from initiation of travel authorizations to completion of travel and voucher processing. These services shall be provided in accordance with CDC policies and procedures DVP standard operating procedures and technical guidance provided by the CDC COR. Contractor shall be responsible for activities such as:
  • Collecting manager-approved travel request paperwork and reviewing for completion and accuracy;
  • Submitting travel requests through the CDC travel system Concur addressing unexpected travel issues that may arise and ensuring that routine travel requests are approved at least two days prior to the staff members travel date;
  • Entering conference announcements and staff requests into the conference system for staff to attend conferences workshops seminars meetings etc. and following to completion with the conference approval process to ensure all requests are submitted completed and staff are notified of outcomes;
  • Prioritizing travel requests in a manner that ensures short-notice travel (i.e. notification of less than 3 business days) requests are immediately processed tracked through to approval and the traveler kept informed of approval status;
  • Processing travel vouchers for payment;
  • Educating travelers on CDC rules and regulations governing travel; and
  • Providing input and assistance with annual travel projections.

In-Processing and Out-Processing

• Contractor is responsible for completing in-processing and out-processing tasks assigned to Program Assistants in the Systems for NCIPC Administrative Processes (SNAP) for new and departing staff. New staff members will consist of any individual that will work with CDC within DVP.

Programmatic Administrative and Operational Services

• The contractor will function as the point of contact for all DVP operational services. Operational services include ordering and distributing supplies managing mail maintaining office equipment and handling the administrative services that will enable the office to function. These services will be provided in accordance with CDC policies and procedures DVP standard operating procedures and technical guidance provided by the DVP staff. Activities included in this task include:
  • Submitting requests into appropriate CDC-based systems such as: CONCUR (travel); TASNET (time and attendance); CCPS (services and supplies); VSTS (conference registration fees and training); Visitor Management System (infrequent visitors to CDC campuses); CAMS (conference approvals); NCAMS (non-U.S. Citizens) SNAP (in/out-processing)
  • Working with DVPs Program Specialist to obtain Department Efficiency Review (DER) approval and Presidential Appointee Approval (PAA) for mission critical travel.
  • Researching supply sources and acquisition requirements for office supplies and services in order to fulfill DVP requests;
  • Maintaining DVPs workroom by ensuring that the area is organized and stocked with supplies;
  • Ensuring that the office equipment used by DVP staff are functional. If equipment is malfunctioning contractor will take the necessary steps to contact the appropriate party for repairs in accordance to DVPs SOP;
  • Submitting requests to move and/or setup office furniture and equipment;
  • Receiving mail and distributing to the appropriate staff members on a daily basis;
  • Shipping necessary mail documents to appropriate recipients based on DVPs request;
  • Responding to routine telephone requests that have standard answers;
  • Referring calls and visitors to appropriate staff;
  • Maintaining office files and collecting information from the files for routine inquiries;
  • Referring non-routine requests to the appropriate DVP managers or staff; and
  • Submitting updated upcoming activities including publications meetings events communication activities into the Forecasting Portal. Incumbent will coordinate with the appropriate staff to ensure significant events are being entered into the portal as it is important to raise awareness and to ensure informed planning for Division and Center activities.

Meeting Management

• The contractor shall provide meeting support for recurring and one-time meetings hosted by DVP staff. These services should be provided in accordance with CDC policies and procedures DVP standard operating procedures and technical guidance provided by DVP staff. These services include reserving a room on any of CDCs campuses directing the set-up of the room arranging for audiovisual equipment loading presentation materials operating the meetings system which allows remote participants to participate preparing and distributing hand-outs via the e-mail and hard copies to in person attendees and capturing meeting continent in notes.

Document Development

• The contractor shall develop documents for DVP based on provided content. These documents shall be developed in accordance with CDC policies and procedures DVP standard operating procedures and technical guidance provided by DVP staff. These documents would be developed in the Microsoft Office Suite (Word PowerPoint or Excel). These documents would require at least an intermediate level skill set in the software listed above in order to meet DVP needs. Activities include:
  • Soliciting and compiling data from program staff regarding resource utilization and other programmatic and administrative activities;
  • Reviewing materials prepared for staffs approval for typographical accuracy and proper format;
  • Possible preparation of routing non-technical correspondence;
  • Documenting and distributing communications by senior staff; and
  • Collecting information from the files or staff for routine inquiries on office program(s) or periodic reports.

Calendar Management

• Division senior leadership have meetings on a wide-range of topics from personnel to potential government maintaining their calendars the contractors staff must exercise the utmost discretion and share information with other CDC staff and external partners on a need-to-know basis only. Breaches in the confidential nature of information will be considered a serious quality control issue that will require consultation with the Office of Acquisition Services.
• Calendar management services shall be provided in accordance with CDC policies and procedures DVP standard operating procedures as well as technical guidance provided by the COR. Calendar management coverage will be required daily not to exceed 8 hours per day. Calendar management services includes the following:
  • Keeping senior leaderships calendars up-to-date;
  • Managing and scheduling annual meetings utilizing the Integrated Facilities Management System (IFMS);
  • Providing hard copies of the calendars and attachments;
  • Tracking RSVPs identifying and resolving meeting conflicts via Microsoft Calendar; and
  • Serving as POC for scheduling virtual meetings trainings webinars 1-1 meetings All Hands Meetings and Lunch and Learn Sessions using Microsoft Teams Zoom and other virtual meeting platforms.

Records Management

• The contractor shall maintain federal records that support government operations based on the CDC Records Management Policy. Records will be maintained according to the CDC Records Retention schedule.
• Contractors are required to complete the CDC Overview of Federal Records Management as part of the In-Processing process. Annually the CDC Records Management training has to be completed in order to maintain computer network access.

Required Qualifications

• High school diploma and minimum of 5 years applicable experience;
• Strong oral and written communication skills;
• Ability to complete research via internet;
• Skill in use of various office automation hardware and software components and packages (e.g. word processing electronic mail schedulers spreadsheets databases tables and graphs);
• Knowledge of software functions to produce a wide range of documents such as graphics or tables within text to edit/revise electronic submissions and to edit/revise existing databases or spreadsheets;
• Knowledge of the principles methods practices and techniques of written and verbal communication;
• Skill in communication techniques to gather and disseminate information and communication problems and results;
• Ability to work well with others and manage multiple tasks with good organizational skills;
• Ability to handle contacts with internal and external constituents through a variety of situations with diplomacy and tact in a professional courteous and helpful manner;
• Experience providing similar services for an office of relative stature;
• Knowledge of various virtual platforms to support necessary meetings and workflows such as Microsoft Teams SharePoint etc.
• Ability to maintain appointments and meeting schedule; provide materials and data which will facilitate accurate and precise decision-making for which contractor is responsible for including meetings and conferences;
• Ability to manage logistical support for various meetings and activities critical to business operations; and
• Ability to independently resolve calendar appointment conflicts as appropriate while understanding priorities

Benefits

• Medical Dental and Vision Insurance
• 401(k) with Company Match
• Paid Time Off
• Paid Holidays
• Short-Term and Long-Term Disability Insurance
• Employee Assistance Program (EAP)

TJFACT is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin protected veteran status disability or any other status protected by applicable federal state or local law. We reserve the right to modify or revise job descriptions in whole or in part. Reasonable accommodations will be made in accordance with applicable law.

Required Experience:

Junior IC