Job Department: Professional Services

Overview:

The Management Analyst will support the Executive Officer/Deputy Director for Science Management to carry out the institute’s operations. The management analyst ensures EO does not miss critical information and requests related to budget and financial management, human resources, operations, strategic planning, policy compliance, contracts and procurement, facilities and logistics, and executive leadership support. These services are required, and without their support, the DDSM would be highly likely to miss important communications and deadlines given the high volume of work.

Objectives

To 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.

Background

Office of Science Management and Operations (OSMO) provides science and business leadership, direction, and assistance to support the NIAID mission as well as national and international scientific programs and activities.

OSMO advises the NIAID director and senior staff on scientific, policy, business, and administrative management of the Institute and its programs. It also plans, directs, and coordinates the scientific priorities for the Institute and ensures they are executed and supported through the business management and administrative functions.

DDSM directs OSMO, who provides leadership for scientific, policy, business, and administrative management of the Institute and conducts senior-level interactions with the extramural community, other NIH components, and the NIH Office of the Director.

The Office of Science Management and Operations (OSMO) provides science and business leadership, direction, and assistance to support the NIAID mission and national and international scientific programs and activities with the goals of:

• Enhancing NIAID’s strategic position in related areas of biomedical research

• Ensuring that resources to support the research enterprise are responsibly managed and maintained

• Maintaining core values Optimizing the effectiveness of scientific and business services

• Institutionalizing accountability for achieving presidential, departmental, and National Institutes of Health (NIH) management goals and initiatives, including continuous improvement and reengineering in a comprehensive and integrated manner

• OSMO advises the NIAID director and senior staff on scientific, policy, business, and administrative management of the Institute and its programs. It also plans, directs, and coordinates the scientific priorities for the Institute and ensures they are executed and supported through the business management and administrative functions of the Institute, including

Strategic and mission planning, integration, and evaluation

• Development of scientific initiatives

• Knowledge management

• Budget and financial management

• Government relations and communications

• Legislative analysis and public information, including access under the Freedom of Information Act

• Technology information systems support to NIAID programs

• OSMO oversight responsibilities include

Overseeing and providing operational leadership and support to coordinate the overall NIAID global research effort

• Managing the Institute’s technology development program

• Coordinating, planning, and implementing research supported by various divisions of the Institute

• Overseeing and providing direction for the NIAID ethics program

• Developing and administering the Institute’s policies and procedures for scientific business and program management activities, including the Institute’s competitive sourcing program

• OSMO cooperatively supports the NIAID mission through additional responsibilities, which include

Providing assistance to NIAID senior officials to ensure that NIAID has sufficient staff to effectively conduct the biomedical research mission of NIAID

• Participating in and bringing both a scientific and business management perspective to the development of NIAID program goals and objectives

• Interacting with Institute advisory groups on matters concerning NIAID scientific and business management issues

• Maintaining liaison with and representing the Institute to NIH and departmental officials responsible for the leadership and policy direction of overall scientific program support and business management functions

• Overseeing and managing the Institute’s risk management program to identify, assess, and remedy risks to scientific programs and administrative operations

Education: Master’s degree in a related field or equivalent of one in Business or public administration or management

Requirements: 

1. 5-7 years in related field

2. Related business consulting experience

3. Proficiency with MS Office Suite

4. Familiarity with a variety of management concepts, efficiency tools, performance assessments, and process engineering methodologies 

5. Provides analysis and advisory services regarding management functions.

6. Prepares a variety of management and administrative studies to analyze and evaluate internal procedures, policies, processes and systems for the purpose of improving efficiency.

7. Reviews and comments on new or proposed changes to existing policies, procedures or systems.

8. Prepare reports in the areas of budget, procurement, HR, travel, etc.

9. Reviews policy and regulation that governs the activities performed in the program.

10. Prepare reports and presentations for meetings.

11. Research and suggests developing areas of management policy.

12. Performs in-depth analysis and statistical comparison of organizational data and information.

13. Assist financial managers prepare annual appropriate budget requests.

14. Conduct workforce studies and provide in-depth analysis and reporting.

Deliverables: 

• 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.

Axle is seeking a Property Technician to join our vibrant team at the National Institutes of Health (NIH) supporting the National Library of Medicine (NLM) in Bethesda, MD. 

Background

The National Library of Medicine (NLM), on the campus of the National Institutes of Health in Bethesda, Maryland, has been a center of information innovation since its founding in 1836. The world’s largest biomedical library, NLM maintains and makes available a vast print collection and produces electronic information resources on a wide range of topics that are searched Page 1 of 5 billions of times each year by millions of people around the globe. It also supports and conducts research, development, and training in biomedical informatics and health information technology. In addition, the Library coordinates an 8,000+ member Network of the National Library of Medicine that promotes and provides access to health information in communities across the United States.

NLM operates a warehouse and supply distribution function supporting Buildings 38 and 38A on the NIH campus, which requires dedicated property management support to maintain accountability of Government property, ensure accurate inventory records, and provide timely delivery of supplies and equipment to NLM program areas. A Property Technician is needed to support day-to-day warehouse operations, inventory control (including use of the Office of Administrative and Management Analysis Services (OAMAS) Supply system), staff training on inventory and delivery procedures, facilities inspections, and mail/transportation services, in order to maintain continuity of these operational support functions.

Specific Requirements:

• Serve as property technician to provide support to NLM.

• Maintain NIH safety standards for the warehouse area.

• Partner with Support Services and Deputy Chief to understand and execute training priorities.

• Teach team proper inventory management skills and applications.

• Train and coach staff on supply delivery techniques and accuracy by observation of current behavior.

• Track and monitor ongoing staff training and development.

• Perform detailed cycle counts researching all variances for supply.

• Work with Support Services to resolve supply discrepancies and issues.

• Work with staff on complete physical inventory of supplies.

• Perform general facilities inspections of buildings 38 and 38A on NIH campus.

• Inspect general maintenance complaints; register tickets with the Office of Research Facilities (ORF).

• Stock, pull, and deliver supplies from shelves using submitted supply requests.

• Work with staff on the opening, decaling, and delivery of equipment to program areas.

• Lift and deliver boxes weighing up to 50 pounds, using a motorized cart.

• Work with staff to maintain inventory supply; identify supplies for ordering.

• Work with staff to operate the OAMAS Supply system.

• Work with staff in setting up and taking down tables and chairs for special events.

• Discard and/or shred materials as required.

• Receive and distribute inside mail twice daily.

• Receive and distribute outside mail as needed.

• Provide transportation services in accordance with state laws and NIH policies. 

• Operate government owned vehicles and observe all safety rules.

• Associate’s degree in business or equivalent in the field of public administration, accounting

• 5-7 years and
  • Experience recording information and entering data in related field.
  • Proficiency with MS Office Suite.
  • Interpersonal skills.

Specific Qualifications

• Valid driver’s license

• Ability to lift up to 50 lbs.

• Assists in the process of decaling new accountable and non-accountable property.

• Ensuring that all property transactions are accurately entered into the Property Management Information System (PMIS) and substantiating documents are created and maintained.

• Reviews PMIS and other databases to research missing items, misclassified documents, inappropriate entries, etc., and takes corrective action.

• Creates and maintains periodic reports that cover procurement, acquisition, utilization, value and disposition of government property.

• Advice and train staff to ensure that government property policies and responsibilities are being followed.

• Reviews lost and found property and provides reports to the property manager. 

Overview:

Axle’s team with the National Heart, Lung and Blood Institute (NHLBI), Division of Extramural Research Activities, Office of Grants Management (OGM) is currently hiring a Senior Grants Advisor to independently provide grants management support services that satisfy the overall operational objectives of the Institute. The contractor will support review, analysis, correspondence, and administrative actions associated with competing grant applications and related grants management activities. 

Background Information and Objective: 

The National Heart, Lung and Blood Institute requires specialized grants management support to assist the Office of Grants Management with workload processing, administrative analysis, communication, and portfolio support for competing applications and pending awards. The objective is to ensure timely, accurate, and policy-compliant grants management support in accordance with applicable NIH regulations, NHLBI procedures, and established deadlines.

Objectives

• Provide grants management support for competing applications and award-related administrative processes.

• Support timely review, analysis, and documentation of grant applications and related materials.

• Facilitate communication with grantees and Federal staff regarding administrative issues, prior approvals, and funding-related matters.

• Assist with portfolio analysis, supplements, funding actions, and pending award workload as needed.

Specific Requirements:

1. Triage competing grant applications

   1. Set appropriate work priorities, apply knowledge of organizational needs and deadlines, and follow up to ensure receipt of required documentation, including uploading documents to the official grant folder.

   2. Perform thorough review of competing grant applications, including noting any bars to funding, foreign involvement, and summary statement concerns, within specified timeframes, including timely issuance of award notices.

   3. Perform administrative analysis including budget concerns, human and animal subject codes, and regulatory analyses of grant applications using basic knowledge of applicable NIH grant policies and NHLBI procedures.

2. Facilitate communication and correspondence

   1. Respond to inquiries and/or policy and procedural guidance sent to grantees and Federal staff, and serve as a resource of information by providing recommendations for grantee and Federal staff.

   2. Respond to communications such as letters, memos, phone calls, and e-mails.

   3. Prepare correspondence that fully and accurately addresses administrative issues, including prior approvals, in a clear and concise manner.

   4. Collaborate with program and grantee staff on information required prior to award.

3. Participate in cooperative efforts to accomplish Office, Division, and Institute goals

   1. Assist in OGM supplements.

   2. Assist in OGM funding.

   3. Assist in OGM portfolio analysis of pending awards.

Education:

• Master’s degree is required

Experience:

• Minimum twelve (12) years of specialized NIH grants management experience

• Experience using eRA IMPAC II to process competing grant applications and issue award packages is required.

• Experience reviewing applications for budget, compliance, and award readiness concerns is require