Summary This position is located in the Department of Health and Human Services (HHS), Food and Drug Administration (FDA), Center for Biologics Evaluation and Research (CBER), Office of Blood Research and Review (OBRR), which regulates the manufacture and approval of blood products, related drugs and medical devices and retroviral diagnostic assays, conducts research on new scientific tools and procedures to enhance knowledge of blood borne diseases and blood product safety. Responsibilities Makes arrangements for meetings and conferences and notifies participants of location for the meeting. Maintains appointment calendar for the Office Director and Deputy Director, scheduling and researching appointments and keeping the directors informed of upcoming activities, commitments, and assignments. Coordinates travel for the Office and Deputy Directors, makes all necessary arrangements for travel and works with Administrative Staff travel preparers to process all required reimbursement documentation in a timely manner. Keeps abreast of travel regulations and processes to coordinate travel for the Office Director, and ensures all necessary arrangements for travel, such as reservations, transportation and appointments are confirmed. Serves in a liaison capacity between the Office Director and staff serving the same or similar roles for other Offices for the purposes of scheduling meetings and other coordination. Relays information and instructions to key personnel throughout the office with authority to impose deadlines to assure timely completion of assignments made by the supervisor, distinguishing between priority and routine matters. Receives telephone calls and visitors from internal and external stakeholders, top level Department officials, representatives of state and local governments and other important individuals. Analyzes and evaluates issues that are typically diverse in nature, extrapolates existing methods and procedures to develop timely and executable plans of action. Requirements Conditions of Employment Qualifications The position of Executive Assistant falls within the 0301 occupational series. To qualify for this position at grade GS-12/13, you must meet Time-in-Grade requirements by 11:59 pm EST on 05/21/2024. Minimum Qualifications: Specialized experience is experience that equipped the applicant with the particular knowledge, skills, and abilities to perform successfully the duties of the position, and that is typically in or related to the work of the position to be filled. The specialized experience must demonstrate one year of full-time work experience , or the equivalent if part-time (for example, an employee working 20 hours per week for a 12-month period should be credited with 6 months of experience.) Experience may have been obtained in either the federal service or its equivalent with state or local government, the private sector, or nongovernmental organizations. Specialized experience for GS-12: I have at least one (1) year of specialized experience, equivalent to the GS-11 level in the Federal service to include: (1) Maintaining appointment calendars for leadership, scheduling appointments and keeping leadership informed of upcoming activities, commitments, and assignments; AND (2) Coordinating travel, and/or serving as timekeeper and/or purchase card approver. Specialized experience for GS-13: I have at least one (1) year of specialized experience, equivalent to the GS-12 level in the Federal service to include: (1) Coordinating travel, expertise in calendar management for executive leadership, and/or serving as timekeeper and/or purchase card approver; AND (2) Performing varied administrative, operational and program duties, which require an intimate knowledge of leadership priorities and interests concerning current organizational issues; AND (3) Carrying out day-to-day administrative management and program activities; OR (4) Multi-tasking and communicating effectively with individuals of all backgrounds. In accordance with Office of Personnel Management policy, federal employees are assumed to have gained experience by performing duties and responsibilities appropriate for their official series and grade level as described in their position description. Experience that would not normally be part of the employee's position is creditable, however, when documented by satisfactory evidence, such as a signed memorandum from the employee's supervisor or an SF-50 or SF-52 documenting an official detail or other official assignment. The documentation must indicate whether the duties were performed full time or, if part time, the percentage of times the other duties were performed. It is expected that this documentation is included in the employee's official personnel record. In order to receive credit for experience in your resume that is not within the official series and grade level of your official position, you must provide a copy of the appropriate documentation of such experience as indicated above. PHS Commissioned Corps Officers interested in performing the duties of this position within the Commissioned Corps may apply online to this announcement. Candidates will be referred to (CC) personnel and not as candidates for conversion to a permanent career or career-conditional appointment. NOTE: It is your responsibility to ensure your responses and appropriate documentation is submitted prior to the closing date. To verify your application is complete, log into your USAJOBS account,https://secure.login.gov/ select the Application Status link and then select the More Information link for this position. The Details page will display the status of your application, the documentation received and processed, and any correspondence the agency has sent related to this application. Your uploaded documents may take several hours to clear the virus scan process. IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Qualifications are based on breadth/level of experience. In addition to describing duties performed, applicants must provide the exact dates of each period of employment (from MM/YY to MM/YY) and the number of hours worked per week if part time. As qualification determinations cannot be made when resumes do not include the required information, failure to provide this information may result in disqualification. Applicants are encouraged to use the USAJOBS Resume Builder to develop their federal resume. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. You must submit supporting documentation to verify your eligibility to apply for this vacancy. For internal applicants an SF-50 will be required. If Educational requirements are listed, you must submit a Transcript, even if you occupy the series/grade in question. See the Required Documents section for full details... Education THERE IS NO POSITIVE EDUCATION REQUIREMENT Additional Information ADDITIONAL CONDITIONS OF EMPLOYMENT: Pre-employment physical required: No Drug testing required: No License required: No Mobility agreement required: No Immunization required: No Bargaining Unit: Yes/3591 Telework eligible: Yes, at the discretion of the supervisor. Travel required: No Ethics Pre-Employment Clearance required: No Financial Disclosure Agreement: No If you are serving, or have served in the last 5 years (from 05/21/2024) as an Executive Branch political, Schedule C, or Non-career SES appointee, HHS/FDA may be required to obtain approval by the Office of Personnel Management (OPM) prior to beginning employment. You can find out if you have held one of these appointment types by looking at your Standard Form 50s in your Electronic Official Personnel Folder (eOPF), in Section 5 where the legal authorities are listed. If you have served or are currently serving, you must provide a copy of your SF-50, Notification of Personnel Action, documenting this appointment. In addition, you will be required to respond to the question in the assessment and certify your responses to the questionnaire. Political Appointees FAQ - OPM Applicants selected for this position will be subject to reasonable suspicion and post-accident drug testing upon hiring. To demonstrate commitment to the HHS goal of a drug-free workplace and to set an example for other Federal employees, employees not in a testing designated position may volunteer for unannounced random testing by notifying their Drug-free Federal Workplace Program Point of Contact upon hiring. All requirements must be met by the closing date of this announcement (05/21/2024); only education and experience gained by this date will be considered. You must continue to meet all requirements throughout the hiring process. Additional selections may be made within the same geographical area FDA-wide.