Job title: Executive Assistant / Budget Analyst
Location: 100% Remote
1. Provide ongoing project support, including:
a. Assist Director in monitoring annual budget.
b. Assist Director in monitoring portfolio; includes tracking activities assigned to individual team members; also includes linking such activities to the budget.
c. Assist Director and other team members in developing, updating, and monitoring annual performance targets on a quarterly basis and documentation developed across the agency for public reporting purposes.
2. Attend and take notes for select meetings, including:
a. Monthly meetings with team members
b. Monthly/quarterly meetings with other offices
3. Assist Director in developing presentation materials (e.g., PowerPoint slides) for the team, senior officials, Board of Directors, and/or other key stakeholders.
a. Conduct copy-edit of research briefs other products being produced.
i. Conduct research as part response to specific stakeholder information requests.
ii. Other activities as circumstances arise.
4. Coordinating agendas and activities for quarterly all-team gatherings. Maintain team calendar and Gantt Chart for project activities.
Current Activities
BUDGET:
- FY24
- Worked with Government Lead to differentiate between ORE REDC $’s and other outside funding sources for FY2024.
- Allocated all the $5.6m budget for 2024 per prior contract negotiations and new contracting needs.
- Worked with Government Lead to ID where we could find $ for the potential FY2024 5% budget cut if the budget remained in CR.
- Manage all ORE non-contract projected spending including Travel, Conferences, Training to ensure we don’t exceed our budget.
- Communicated SME payment processing procedure with ORE team members and helped them set up upcoming funding for SME needs.
FY25 >
- Continuously updating projections.
Gantt Charts –
- Review and Dissemination of Data
- Worked in Excel Gantt Pro, Smartsheet’s Gov, and Microsoft Project to determine best application to create visuals of the impact of ORE activities on ORE staff and outside offices for presentation to LT.
- Identified and documented ALL projects, ORE owners, Internal reviewers, External IMLS reviewers, External reviewers.
- Created visuals to increase understanding of ORE contributions to IMLS.
Board PPT Presentation
- Re-worked including visuals/graphs, updating/adding content for the Government’s presentation to the new director.
R&E team
- Worked with the R&E Team to create financials to present to LT to convey the need for additional funding for certain contract mods.
COMMS calendar
- Monitored and ensured all ORE activities represented.
ORE TEAM Calendar
- Created to make viewing civil servant’s and contractor’s vacation.
