• Program Assistant

    Posted Date 4 weeks ago(10/18/2018 9:14 AM)
    Job ID
    # of Openings
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  • Overview

    Medical Science & Computing (MSC) is an exciting growth oriented company, dedicated to providing mission critical scientific and technical services to the Federal Government. We have a distinguished history of supporting the National Institutes of Health (NIH) and other government agencies. MSC offers a dynamic and upbeat work environment, excellent benefits and career growth opportunities.


    We attract the best people in the business with our competitive benefits package that includes medical, dental and vision coverage, 401k plan with employer contribution, paid holidays, vacation, Medical and Flexible Spending Accounts, Pre-Tax Transit Assistance and tuition reimbursement. If you enjoy being a part of a high performing, professional service and technology focused organization, please apply today!


    Duties & Responsibilities

    Medical Science & Computing is searching for a Program Assistant to support the National Institutes of Health.  The position is full-time and is on-site in Bethesda, MD.

    • Provide the administration of the trainee/applicant database
    • Monitor and track application portal (open to close) for multiple training programs
      • Modernize the Office to keep current with advances in technology and business solutions; identify ways to streamline processes.
      • Assist the Director in managing calendars, agendas, and scheduling.
      • Create, develop, and maintain database/files of office operating procedures and protocols
      • Compose and edit standard program correspondence and surveys (emails, memos, letters, etc.)
      • Schedule and coordinate staff and team meetings; prepare agendas and issue briefs; and assist on special projects related to intramural training; maintain accurate log of action items and deliverables.
      • Manage incoming requests and inquiries via phone and e-mail; answer questions and/or provide direction to appropriate team; maintain communication database.
      • Manage and coordinate logistics, marketing, event announcement, and recruitment for all Training Programs; ensure details and timelines are communicated to team members and deadlines are met; provide closeout reports.
    • Provide a range of administrative and technical functions related to outreach activities and programs for training and education in biomedical research; schedule appointments; arrange speakers and meeting details; send out invitations.
      • Attend various meetings, when needed, making notes and following through on commitments and assignments made at the meetings.
      • Establish and/or maintain appropriate files of correspondence, reports, reference materials, and publications.
      • Review correspondence for accuracy, completeness, grammar, and conformance; write letters of response, announcements, campus publications, and informational reports per requests of Congressional committees etc.  
      • Prepare background and briefing materials; coordinate the collection and assembly of such materials; research various sources of information to include various subject matter and correspondence files; conduct Internet searches; contact outside offices and individuals to locate appropriate information relevant to a specific activity.
      • Submit procurement requests through AMBIS; provide all required documents and justification for requests; submit receiving
      • Track and maintain all office equipment and supplies; manage resource allocations
      • Maintain current knowledge of conferences, seminars, and other events that would provide recruitment opportunities; provide suggestions with supporting documentation
      • Research current trends in training and education; remain current on topics associated with biomedical training and career development.
    • Collaborate, assist, and support predoctoral training programs; serve as a resource for on-boarding process, preparing and presenting orientations, and sharing training opportunities.
      • Educate trainees about further opportunities available to them at NIH and elsewhere.
      • Coordinate registration, travel, and attendance for domestic and international conferences
      • Interface with outside institutions, press representatives, and other individuals for recruitment and program promotion.
      • Assist in design and editing of website; ensure accurate, up-to-date information is displayed; coordinate with appropriate NIH IT teams as necessary.
      • Oversee development of program informational and promotional brochures, flyers, booklets, and binders.
      • Create, design, and develop educational materials to assist students throughout their training programs.
      • Provide support and assist in promoting diversity and inclusion within all training programs; develop and implement strategies for reaching wider audiences.
    • Promote and monitor integration of remote campus trainees in all program events; assist in catering events to meet the needs of trainees located at the Rocky Mountain Laboratories.
    • Maintain current knowledge of NIH privacy policies and data security; remain current on all NIH policies, procedures, and regulations as they pertain to trainees and training programs.
    • Navigate the orientation of postdoctoral, post baccalaureate, graduate, college and high school students as they enter training
    • Assist in the preparation of programs sponsored by the Office
    • Assist with planning, organizing, and executing meetings, conferences, and teleconferences.
    • Work with the logistical contractor in preparation for meetings.
    • Input information into program databases
    • Prepare reports in response to requests from Divisions, NIH IC’s, other agencies (such as NSF), and Congress.


    • Bachelor’s degree in a related discipline
    • Minimum five years of related experience working with graduate students; expertise in development of specialized training programs
    • Demonstrated experience with planning, implementing and evaluating large-scale programs and events, preferably within a College or University setting
    • Expertise in Microsoft Office Suite and Adobe Creative Suite
    • Experience with NBS and AMBIS software/platforms
    • Excellent writing and grammatical/editing skills; scientific writing preferred
    • Excellent verbal and presentation skills.
    • Understanding of and commitment to building a strong sense of community through interactions with the various constituents of the program. Must be able to favorably represent the program to internal and external stakeholders through the application of effective and professional communication skills (oral and written)


    Medical Science & Computing is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.


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