Management Analyst

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.