Overview - Position Requirements
NCATS requires two (2) full-time, 40 hrs. per week, Scientific Program Analyst contractor positions.
The NCATS Division of Rare Diseases Research Innovation (DRDRI) oversees a highly visible, congressionally mandated program, established by the Rare Diseases Act of 2002 (PL107-280). The division leads NIH-wide rare disease research efforts, executing high-level planning and national and international partnerships, including two core programs: the Rare Disease Clinical Research Network (RDCRN) and Data Management and Coordinating Center (DMCC). DRDRI currently spearheads clinical studies (270 active research clinical sites), data sharing, and research collaboration among twenty (20) + research groups and 170 advocacy partners. The cumulative Project Investment is $519 million+ to date.
Within NCATS, this congressionally mandated work relies heavily on the contributions of a Scientific Program Analyst (SPA) contractor who coordinates complex planning, monitoring, and implementation of operational tasks and other activities in support of rare disease projects across NCATS and NIH at large. The SPA provides analytical insight, operational oversight, and project coordination that support DRDRI’s long-term strategic goals. The position also delivers critical support to the NCATS Clinical Director, helping to oversee the intramural clinical program, aligning research priorities with institute leadership, and coordinating resources to advance NCATS’s clinical research mission.
Additionally, NCATS Division of Extramural Activities (DEA) Grants Management Branch (GMB) is responsible for the award and oversight of federal awards as proscribed by law and stated in the Code of Federal Regulations (45 CFR 75; 2 CFR 200). Within NCATS GMB, a secondary SPA is responsible for assisting with ensuring appropriate stewardship and compliance with mandatory federal grant reporting, monitoring and oversight compliance, including assisting with the coordination of the administrative aspects of pre- and post-award management, tracking and monitoring over 1,000 post-award submissions each year and planning and coordination for site visits.
Both SPA contractor positions perform critical actions and coordinate activities that are essential to the successful operation of congressionally mandated programs, including execution of duties proscribed by law and stated in the Code of Federal Regulations (45 CFR 75; 2 CFR 200). Responsibilities common to both positions include summarizing scientific and policy information, monitoring project progress and resource allocation, identifying process improvements to streamline workflows, and tracking key performance indicators to inform leadership decisions. By combining analytical acumen with strong organizational and communication skills, the SPAs play an essential role in facilitating data-driven decision-making, aligning resources with priorities, and optimizing internal processes to enhance overall efficiency of these NIH divisions.
Job Duties
Develops and assists staff implement policies and procedures related to the organization's scientific programs.
- Perform study design, management, decision making, workgroup material reviews and presentations.
- Coordinate and document projects from beginning to completion; monitor and report the status of completion, funding and results attained; provide progress reports.
- Perform a variety of quantitative and qualitative assessment and evaluation activities involved in collection, organization, analysis, preparation, processing and reporting of scientific information.
- Collaborate with staff on the planning, implementation, coordination and evaluation of programs and initiatives in the assigned specialty area.
Collects, analyzes and creates scientific program information.
- Prepare data summaries, manuscripts, professional presentations and patient educational materials.
- Spearhead compilation, analysis and organization of scientific, program and related information; and develop and/or lead data analysis.
- Oversee all data management activities and development of data files for internal and external use as necessary.
- Create both internal and external materials in the form of reports, summaries, emails, and website content.
- Develop periodic and special reports and procedures, search records and files, the internet, background materials and precedent references.
- Plan, initiate, monitor and conduct administrative/portfolio analyses to evaluate the effectiveness of the program in meeting established goals.
- Review and summarize materials and data; gather and coordinate information for review; conduct data entry and file maintenance; edit and/or prepare text, data and charts.
Coordinates workshops and reports their outcomes.
- Attend and participate in multidisciplinary research team meetings and functions.
- Prepare briefing materials and summaries of meetings, workshops, and conferences.
- Use science writing skills to extract science themes and priorities during multidisciplinary science meetings.
- Prepare for a variety of information exchanges with public and private sector science colleagues working on research, programs, and
policy related to research program priorities.
- Attend review, scientific in-house meetings; provide minutes/reports and self-directed analysis when requested.
- Attend committees and report relevant programmatic and scientific information to Institute leadership.
- Work with staff on organizing and participating in symposia and discussions with national and international scientific leaders.
- Take and compile comprehensive notes and organize and edit content of meeting reports.
- Plan, organize and participate in technical meetings and consultations that convene diverse experts to advance key issues in scientific
research.
Evaluates current scientific programs and determines if changes need to be made.
- Troubleshoot and resolve operational problems.
- Conceive, design and perform detailed analysis of the scientific landscape and/or administrative factors affecting research program priorities and performance in various scientific areas.
- Review short- and long-range planning proposals to ensure alignment with organizational objectives and mission.
- Recommend new or changed methods or procedures for monitoring/tracking budgetary information.
- Evaluate program activities to identify issues and develop recommendations for improvement.
Assists with analyzing current scientific programs and developing and proposing new initiatives.
- Assist in conducting literature searches and provide summaries of findings as part of preliminary planning for new research activities
and directions.
- Work with staff on planning and implementing project-based activities, e.g., workshop planning, resource evaluation, communication strategy, assist with report writing/editing, etc.
Collaborates with management and prepares reports to keep them updated on new and ongoing programs and activities.
- Meet with leadership on a regular basis to provide oral reports and discuss the status of on-going projects and to receive new assignments.
- Prepare presentations to Institute leadership; attend monthly meetings; report to multiple divisions in the Institute on the status of the program budget.
- Contribute to the writing and development of executive summaries and reports to share with key partners.
- Prepare written reports describing the results of statistical analyses of sample results, based on the data reports of analyses of case-control data.
- Provide a facilitative role among the team leaders aimed at coordinating strategies and goals into a focused Project Plan.
- Develop an overall operational plan for the proposed project after discussion with the Project Team: tasks to be completed, time scales and schedules, resources required, estimated cost of each task.
- Track implementation of the Project; review progress in relation to the plan; work with the Project Team to revise the plan as needed; develop and maintain a project-tracking document.
- Meet with upper-level management on a regular basis to provide oral reports on the status of on-going projects and to receive new assignments.
Coordinates staff responsible for developing, installing and maintaining scientific programs.
- Develop, implement and monitor scientific planning and evaluation processes.
- Plan, develop and implement immediate and long-range goals and objectives designed to strengthen and enhance the success of the research program.
- Develop project specific plans and timelines needed to execute studies and research and other projects.
- Work with staff on the development and coordination of scientific initiatives.
- Implement issues and strategies to enhance successful completion of current projects; prepare conceptual plans and other written products.
Analyzes current policies and procedures and suggests and develops improvements.
- Conduct sophisticated, complex policy analyses of various issues impacting the Institute.
- Participate and aid in making recommendations and monitoring implementation to improve management and progress of research managed.
- Analyze business and operating procedures to devise the most efficient methods of accomplishing work; plan study of work problems and procedures, such as communications, information flow, integrated databases, inventory control or analysis of funding plans.
- Analyze program activities to identify issues and develop recommendations for improvement.
- Conduct reviews of relevant workgroup materials; coordinate feedback across team and collaborators within the project; guide revisions.
- Participate in making recommendations and monitoring implementation to improve management and progress of research programs.
- Develop and update project plans to accurately reflect milestones and resources for assigned or self-initiated projects.
- Develop and implement a comprehensive documentation procedure for projects, and portfolio monitoring activities.
- Meet with staff on a regular basis to provide oral reports on the status of on-going projects and to receive new assignments.
- Provide detailed, comparative projections based on the progress of projects, funding levels and other factors.
- Provide advice to the team regarding unique conditions and issues which affect scientific and administrative functions.
- Interpret scientific data to identify high priority, conduct portfolio analysis, identify opportunities and problem areas.
- Identify operational and technical problems; work with staff to identify a recommended action plan and solutions.
Assists in preparing and developing future strategic plans.
- Perform research in support of strategic planning for the program's research programs and coordinate and design activities related to the development, approvals and launching of new research funding concepts.
- Complete progress reports; flag potential issues; synthesize and summarize research findings; draft and finalize top line reports and
PowerPoint presentations.
- Prepare a variety of routine and special reports on the research goals, current activities, accomplishments, and strategic planning efforts.
Other
- Aid with the coordination of and facilitation of conference calls and remote
meetings.
- Collect, collate, and track information.
- Provide regular updates and communication to FTL and upper management.
- Advise FTL and upper management on the most efficient methods of accomplishing work; plan study of work problems and procedures, such as communications, information flow, integrated databases, or analysis of funding plans.
- Collaborate with staff on management of program budget.
- Develop reports to support funding recommendations
- Consolidate financial data for budget presentations and provide an overview of the financial
status of operations; maintain internal records and analyze proposed funding plans to
identify trends, surplus or shortage of funds; recommend new or changed methods or
procedures for monitoring/tracking budgetary information.
- Draft standard operating procedures and guidelines for implementation of programmatic
and administrative activities.
- Collaborate with staff across NCATS and NIH to coordinate activities
- Provide scientific and management support to upper management during execution of day-to-day functions, planning and implementation of projects, including setting priorities, managing assigned tasks, monitoring project status, reviewing
Deliverables
Work products and documents related to developing and updating standard operating
procedures and policies
- Ad-Hoc Work product and documents related to preparing quarterly reports, annual progress
reports and milestones reports; develop analyses and evaluations of proposed funding
plans in meeting established goals, measures and objectives.
- Ad-Hoc Work products and documents related to providing management support to upper-level management and ad hoc expert committees; write responses to correspondence pertaining to programs for the signature of upper-level management.
- Ad-Hoc Work products and documents related to gathering and summarizing of materials and
data; develop reports required by NCATS, NIH or others, interagency agreements; edit
and prepare text and figures for reports, materials preparation and file maintenance.
- Ad-Hoc Work products and documents related to computer-generated work including database module maintenance and development, budget tracking, data entry and spreadsheets, program expenditures, budget forecasts, spreadsheets and statistical reports information.
Skills
• Project coordination
• Procurement
• Executive Support
• Electronic and communication systems
• Documentation proficiency
• Proficiency in Microsoft Office
• Experience in evaluating operations against short- and long-range objectives
• Experience defining goals to be met on major program issues, recommends a course of action, and implements proposed solutions
• Clear and concise communication skills
• Proficiency in preparing routine documentation for Government review and approval, to include presentations, memorandum, correspondence, organizational charts, and reports and or improving on the quality of existing documentation in support of program management functions