Program Assistant

TJFACT is a minority-owned, Service-Disabled Veteran-Owned Small Business (SDVOSB) delivering mission-focused professional services and technology solutions to the U.S. Government. Our teams support critical federal missions through collaboration, innovation, and operational excellence while building lasting partnerships with our customers, employees, and industry partners.

About the role

The Program Assistant will provide programmatic and administrative support to the Centers for Disease Control and Prevention (CDC), Division of Violence Prevention (DVP) team in Atlanta, GA. This position supports division-wide needs and may serve as a backup for other program assistants. The role requires access to Personally Identifiable Information (PII) and maintaining a Tier 2 Public Trust Level 5 clearance.

Responsibilities

• Time Keeping
  • Collect and file timesheets and leave slips for DVP employees.
  • Review DVP employees’ information in the CDC time management system to reconcile discrepancies between actual leave taken and recorded hours.
  • Provide guidance to DVP employees on using the CDC time management system and time/attendance regulations.
  • Update DVP management on adherence to timekeeping rules and regulations.
• Travel and Conference Activities
  • Manage domestic and international DVP travel processes, from travel authorizations to voucher processing.
  • Collect and review manager-approved travel request paperwork for completion and accuracy.
  • Submit travel requests through the CDC travel system (Concur) and ensure approval at least two days prior to travel.
  • Prioritize and process short-notice travel requests (less than 3 business days).
  • Enter conference announcements and staff requests into the conference system and track approvals.
  • Process travel vouchers for payment and educate travelers on CDC travel rules and regulations.
  • Assist with annual travel projections.
• In-Processing and Out-Processing
  • Complete in-processing and out-processing tasks for new and departing DVP staff using the Systems for NCIPC Administrative Processes (SNAP).
• Programmatic, Administrative, and Operational Services
  • Serve as the point of contact for DVP operational services, including ordering supplies, managing mail, and maintaining office equipment.
  • Submit requests into CDC-based systems (e.g., Concur, TASNET, CCPS, VSTS, Visitor Management System, CAMS, NCAMS, SNAP).
  • Obtain Department Efficiency Review (DER) and Presidential Appointee Approval (PAA) for mission-critical travel.
  • Research and fulfill supply acquisition requests for office supplies and services.
  • Maintain DVP’s workroom, ensuring it is organized and stocked with supplies.
  • Coordinate repairs for malfunctioning office equipment.
  • Submit requests for moving or setting up office furniture and equipment.
  • Receive, distribute, and ship mail as requested.
  • Respond to routine telephone requests and refer calls/visitors to appropriate staff.
  • Maintain office files and provide information for routine inquiries.
  • Submit updated activities (publications, meetings, events) into the Forecasting Portal.
• Meeting Management
  • Provide support for recurring and one-time DVP meetings, including room reservations, audiovisual setup, and remote participation.
  • Prepare and distribute meeting handouts (digital and hard copies).
  • Capture meeting content in notes.
• Document Development
  • Develop documents for DVP using Microsoft Office Suite (Word, PowerPoint, Excel).
  • Solicit and compile data from program staff regarding resource utilization and administrative activities.
  • Review materials for typographical accuracy and proper formatting.
  • Prepare non-technical correspondence and document communications by senior staff.
• Calendar Management
  • Maintain and update senior leadership calendars with discretion and confidentiality.
  • Schedule annual meetings using the Integrated Facilities Management System (IFMS).
  • Provide hard copies of calendars and attachments.
  • Track RSVPs, resolve meeting conflicts, and serve as the point of contact for virtual meetings (Teams, Zoom).
• Records Management
  • Maintain federal records in accordance with CDC Records Management Policy and retention schedules.
  • Complete required CDC Records Management training annually.

Requirements

• High school diploma and a minimum of 5 years of applicable experience.
• Strong oral and written communication skills.
• Ability to conduct research via the internet.
• Proficiency in office automation tools (e.g., word processing, spreadsheets, databases, email, schedulers).
• Knowledge of software functions to produce documents, edit submissions, and manage databases/spreadsheets.
• Understanding of principles, methods, and techniques of written and verbal communication.
• Ability to gather, disseminate information, and communicate problems and results effectively.
• Strong organizational skills and ability to manage multiple tasks.
• Professionalism and diplomacy in handling internal and external contacts.
• Experience providing similar services for an office of comparable stature.
• Knowledge of virtual platforms (e.g., Microsoft Teams, SharePoint) to support meetings and workflows.
• Ability to maintain appointments, meeting schedules, and logistical support for critical operations.
• Ability to independently resolve calendar conflicts while understanding priorities.

Benefits

• Medical, Dental, and Vision Insurance
• 401(k) with Company Match
• Paid Time Off
• Paid Holidays
• Short-Term and Long-Term Disability Insurance
• Employee Assistance Program (EAP)