Job description

· NUSTL (New York, NY) or offsite with travel

· Serve as an administrative/management analyst to the NUSTL Director and Deputy Director

· Assist with all administrative functions of the NUSTL front office, including answering phones, scheduling appointments, drafting correspondence, processing travel orders and training requests

· Review and edit program documents (e.g., work plans, strategic plans, meeting agendas, outreach & marketing materials) as required

· Develop and update Lab briefings

· Draft, review, track, and respond to all inquiries received from the DHS S&T HQ including the S&T Executive Secretary, Office of National Laboratories (ONL), and the First Responders Group (FRG)

· Prepare draft responses for NUSTL for DHS and federal data calls

· Prepare responses to data calls tasks as assigned; research, gather, and document findings for requests

· Support NUSTL Director and Deputy Director with correspondence, data requests

· Coordinate meetings and scheduling for NUSTL Director and Deputy Director

· Coordinate flow and distribution of reports and action items that come through the NUSTL front office

· Perform data analysis as required

· Assist with report writing and compilation as directed, such as lab templates, briefing packages, and the like

· Coordinate and process travel for NUSTL Director and Deputy Director

· Receive and distribute incoming mail

· File and distribute reports and complete all paperwork as required

· Coordinate’s submission of administrative forms for NUSTL staff

· Coordinates and supports NUSTL staff trainings

o Serve as NUSTL’s Performance and Learning Management System (PALMS) Training Coordinator: Areas of responsibility include unlocking passwords, report errors in learner accounts to Domain Administrator, manage external learning requests, access and run reports in PALMS as required by Training Officer, follow-up with Learners to ensure verification of completion is recorded

· Acts as Timekeeper for NUSTL Time and Attendance

o Ensure all NUSTL staff submit timecards on time each pay period and ensures that all T&A-related deadlines are met for the Lab

o Revises coding of work and leave categories

o Support staff with T&A issues and follow-up on staff issues with HQ T&A staff to ensure resolution

o File NUSTL T&A in compliance with record management procedures

· Assist Administrative Division Director with drafting and editing policy and procedure documents

· Archive and manage files to maintain a record of relevant program documents and correspondence in accordance to DHS Records Management guidance

o Assist Records Manager in ensuring compliance with administering NUSTL’s Records Management Policy and Procedure

· Assist Security Officer and Director’s office by coordinating security activities during major NUSTL events such as NYAST meetings

· Assist Division Directors with new employee on duty orientation and separation clearance forms

· Document relevant discussions and programmatic reviews

· Execute daily administrative duties as assigned such as meeting planning, action item follow-up, and the like

· Implement process improvement initiatives as required

· Coordinate and support large meetings hosted by NUSTL

· Experience with administrative management of government offices

· Organize, analyze, and interpret large amounts of program output data and information associated with research work plans, progress reports, and assist with the identification of programmatic strengths and weaknesses

· Work collaboratively with all NUSTL team members

· Draft letters and memoranda

· Draft and edit administrative procedures

· Familiarity with government budget execution processes

· Familiarity with government acquisition processes

· Familiarity with government travel procedures and guidelines

· Familiarity with government Time and Attendance systems

· Experience with Microsoft Office, including Word, Outlook, Excel and PowerPoint

· Multitask independently in a fast-paced environment

· Collaborative with all NUSTL team members

Job Type: Full-time

Pay: $61,450.66 - $274,005.09 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• New York, NY 10001: Reliably commute or planning to relocate before starting work (Required)

Work Location: Hybrid remote in New York, NY 10001

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