Job Location: Rockville, MD

This position will support extramural research activities in the NIH BRAIN Initiative focused on development of technology for brain-wide connectivity mapping. The successful candidate will support Program Staff in the BRAIN Initiative in identifying appropriate projects for the BRAIN Initiative Connectivity across Scales (CONNECTS) program, including planning, coordinating, and evaluating grants and activities. Duties will also include coordinating CONNECTS Network activities and supporting additional BRAIN Initiative, Neurotechnology and Integrated Systems Cluster, and NINDS activities. The incumbent will develop knowledge and skills regarding the NIH, NINDS, and BRAIN Initiative policies and procedures for extramural grant oversight.

• Work with staff on the concept development, planning, execution and support of all project-related activities. 1
• Work with staff to identify key issues and track action items and tasks, providing deadline reminders to Program staff and update and maintain spreadsheets of relevant information. 2
• Prepare presentation materials such as handouts, meeting materials, slide presentations, and background/supplemental documents, spreadsheets, charts and graphs for internal and external meetings. 3
• Draft, review and proofread programmatic documents, such as conference agendas, meeting agendas, letters to presenters, participant lists, handouts, emails, thank you letters and reports. 4
• Maintain ongoing, proactive communication with key personnel throughout the initiative; gather, provide and exchange information with Network investigators, their staff and other relevant individuals. 5

• Researches and evaluates the operation of the organization’s scientific programs.

• Work with staff on existing projects and/or the development, initiation and execution of new project initiatives

• Organize and maintain project documentation and communications; track project progress using project management tools

• Track action items and tasks, provide deadline reminders to Program staff; maintain spreadsheets of relevant information.

• Request information from and provide responses to principal investigators program staff and others on scientific and programmatic issues.

• Researches, interprets and summarizes background materials from a variety of scientific sources.

• Conduct search for material for a specific programmatic need, using a database to search for material in many cases.

• Read, interpret, analyze and condense material from a variety of sources for presentation.

• Track emerging scientific and technological developments and identify portfolio gaps

• Compiles data and creates and prepares graphs, slides and presentations.

• Prepare scientific and programmatic presentation materials such as tables, graphs, slides, abstracts, posters and overheads by assimilating and mastering the scientific data and programmatic con-text for use at presentations and meetings.

• Conduct searches for material for a specific programmatic need and/or presentation; use a database to search for material as necessary.

• Design, develop and maintain databases, Listservs, spreadsheets, PowerPoint presentations and other computer applications.

• Collect, read, interpret, analyze and condense material from a variety of sources and prepare reports of data analysis for presentation.

• Performs logistical planning of various scientific meetings, lectures, workshops.

• Attend meetings, training and conferences in support of program initiatives.

• Perform logistical planning for various scientific meetings, conference calls, symposia, lectures, workshops and special projects.

• Represent the Program at local and national meetings; deliver presentations and posters; disseminate details of the Program and collect information of value to the Program goals.

• Plans, organizes and participates at a senior level in technical meetings and consultations.

• Track working group membership and activities; attend working group meetings summarize proceedings.

• Serve as a representative on internal committees and working groups, focusing on areas of scientific and programmatic expertise.

• Coordinate with strategic project leaders on the logistics of annual in-person meetings, monthly videoconferences, and additional teleconferences, videoconferences or electronic reviews to address key issues.

• Reviews and evaluates the performance of the organization.

• Ensure that all aspects of the programs are tracked and reported, key milestones and deliverables dates are known and adhered to, and that all individuals and partners involved are kept appraised of progress of integrated tasks and next steps.

• Work with staff to draft funding plans; develop milestones and budgets for current and potential projects; track and evaluate requests for project modifications

• Review annual progress and milestone reports; coordinate semi-annual progress review meetings between NIH program staff and project personnel; attend site visits and External Board meetings

• Work with staff to complete pre-award activities, including review new applications for responsiveness and completeness; attend scientific and programmatic review meetings and compile detailed notes; assess scientific and budgetary overlap; assist with completion of pre-award checklists

Certifications & Licenses

• Master’s Degree or Ph.D.

Field of Study

• Neuroscience

• Biomedical Engineering

Software

• Word

• PowerPoint

• SharePoint

• Excel

Skills

• Writing

• Agendas

• Oral Presentation

• Workshop and conference planning

• Portfolio analysis

• Project management

• Strategic planning

• Data analysis

• Gap analysis 

A professional and proactive member of our team who will manage with the Division Director’s email and calendar, draft documents and emails, organize files, and support the staff in the Office of the Director.

• Manages the calendar of the Director and informs of any potential problem areas requiring Director’s attention. This includes proactively adjusting meeting conflicts managing his time, scheduling conference rooms if needed, coordinating logistical arrangements, including room and audiovisual reservations, Teams/WebEx, and other remote connection arrangements. Independently identify potential conflicts and solutions in a timely manner. 1
• Manages the email of the Director and triages correspondences to the Associate Directors as needed. This includes writing emails and coordinating response on behalf of the Director. 2
• Proactively engages and creates draft documents and emails for the Director. This includes understanding and identifying appropriate level details and who and when to share information to ensure activities within the office occur in a smooth and efficient manner. 3
• Ensures that all necessary documentation is prepared and that signatures, approvals, clearances are obtained. Organizes files regularly such as updating the CV for the Director, shares/uploads files as needed, and understands where files are to be able to respond to Director’s inquires in real time. 4
• Works independently with limited supervision to successfully plan, organize, and implement support activities. 5

• Provides support for various procurement and administrative tasks.

• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.

• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/ termination, etc.

• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

• Performs administrative and coordination tasks in support of multiple senior staff members and others in the Office of the Director.

• Acts as point of contact with management and administrative, budget and property management staff.

• Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.

• Provides guidance to staff on Federal guidelines and procedures.

• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.

• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.

• Prepares inventory and purchase requests and assists with property management.

• Enter requests for office supplies using POTS.

• Coordinates with management on special projects.

• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.

• Researchers and proposes new administrative procedures.

• Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.

Field of Study

• Less Than a Bachelor’s Degree

Software

• SharePoint
• MS Office
• Teams
• Zoom
• WebEx

Skills

• Project management, website content management
• Meeting minutes/ summary reports
• Executive level support
• Meeting coordination
• Outreach Activities
• Travel planning
• Calendaring
• Scheduling