Administrative Support

  • Location

    Washington, United States

  • Sector:

    Administrative

  • Job type:

    Direct Hire

  • Contact:

    Sandeep Chera

  • Job ref:

    90

  • Published:

    8 months ago

  • Expiry date:

    2019-09-24

Administrative Support

a. Meeting Planning - The contractor shall:

i. Coordinate with proposed meeting participants to compare calendars and identify mutually acceptable meeting dates and times;

ii. Post meetings on participant calendars using the following automated tools or compatible products: MS Outlook, LiveMeeting, and the VA’s teleconferencing system;

iii. Reserve meeting/conference facilities and required equipment;

iv. Follow-up with participants if response is not received;

v. Prepare and submit suggested agendas for government approval. Upon government approval, contractor shall prepare documentation to support the approved agenda and desired outcomes;

b. Meeting Support - For each weekly project meeting, the contractor shall

i. Identify and record meeting attendees;

ii. Prepare and distribute information relating to the meeting objectives to all attendees;

iii. Keep track of meeting time;

iv. Provide facilitation services, and

v. Document meeting, outcomes, and action items into meeting minutes. Submit the meeting minutes to the government within one business day of the meeting. Following VA PM’s approval of the minutes, the contractor shall disseminate the meeting notes to the meeting attendees and upload to the VHA MMO share drive within one business day.

Qualifications and Requirements

i. Meeting Planning - The Contractor shall coordinate with proposed meeting participants to compare calendars and identify mutually acceptable meeting dates and times; post meetings on participant calendars using the following automated tools or compatible products: MS Outlook, Skype, and the VA’s teleconferencing system; and reserve meeting/conference facilities and required equipment. The Contractor shall ensure that meeting participants are notified of meetings, shall follow-up with participants if response is not received, and shall assist participants who may be unfamiliar with meeting tools. For each meeting, this includes the coordination of meeting facilities/conference rooms/teleconferences and development of detailed agendas and definition of meeting outcomes. The Contractor will support approximately 15 hours of project meetings each month, plus any support needed by the Contractor.

ii. Meeting Support - For each project meeting, the Contractor shall identify and record meeting attendees, ensure attendees understand the meeting objectives, assist attendees with meeting logistics, keep track of meeting time, provide facilitation services, and document meeting minutes, outcomes, and action items. Following VA PM’s approval, the Contractor shall disseminate the meeting notes to the meeting attendees and upload to the project SharePoint site. 15 hours of project meetings each month, plus any support needed by the Contractor.

iii. All project documentation created or updated must be Section 508 compliant.