This is a 100% remote position.
Primary Responsibilities
Prescreen, review, and facilitate processing of project modification requests, budget requests, and project initiation materials related to implementation science work and/or peer review research initiatives.
Coordinate and execute program workflows related to project, budget, and peer review processes, ensuring alignment with established guidelines and timelines.
Collect, validate, analyze, and synthesize data from field activities to support reporting, performance tracking, and dissemination to stakeholders.
Maintain and update personnel and project tracking spreadsheets to suport application and peer review processes.
Coordinate and support application and peer review processes, including tracking submissions, ensuring completeness, and facilitating communication across stakeholders.
Draft and distribute communications and notifications (e.g., award announcements, panel review logistics, applicant and fellow notifications) for VA review as appropriate, using clear, accurate language suited to a scientific audience.
Identify opportunities for process improvement and lead or support development and implementation of standard operating procedures (SOPs), job aids, and training materials.
Assist with AAAS fellow program coordination activities, including screening fellow applications for completeness, sending out notifications to candidates, coordinating orientation details, and drafting guidelines for candidates for VA review and approval.
Assist HSR staff in understanding and applying reporting guidelines for funded projects, including preparing job aids and reminders.
Support special projects and cross-team priorities for HSR leadership, including planning, milestone tracking, and status updates.
Prepare program-level reports, summaries, and analyses related to project activities, budget-related workflows, and program operations.
Support automation and streamlining of workflows using tools such as Excel, SharePoint, or other systems to improve efficiency and consistency of program operations.
Coordinate with program leadership and stakeholders to ensure timely and accurate processing of requests and deliverables.
Communicate clearly and professionally with internal and external stakeholders to resolve issues, ensure data accuracy, and support program objectives.
Minimum Qualifications
Bachelor’s degree in business administration, public administration, health administration, public health, research, finance, or a related field.
8+ years of experience supporting program management or program analysis in a complex organization.
Demonstrated ability to independently manage tasks, prioritize workstreams, and contribute to program-level operations with minimal oversight.
Demonstrated ability to learn new processes and program requirements independently from guidance documents and reference materials.
Demonstrated experience with data validation, analysis, and maintaining structured tracking tools (e.g., Excel, SharePoint).
Proficiency with Microsoft Office tools, including Microsoft Excel (e.g., data management, formulas), Microsoft Teams, and SharePoint.
Strong attention to detail and ability to manage multiple tasks and deadlines.
Effective written and verbal communication skills, including the ability to communicate clearly with scientific audiences.
Ability to work independently in a remote environment while managing assigned tasks and deadlines.
Ability to obtain and maintain a public trust clearance.
Legal authorization to work in the U.S.
Desired Qualifications
Experience supporting research program operations, including health systems research and/or implementation science.
Experience working in a VA or federal environment.
Experience supporting program performance tracking, reporting, or evaluation activities.
Experience supporting or coordinating peer review, scientific review, or award processes (e.g., reviewer logistics, panel materials, award notifications).
Experience supporting budget-related workflows, financial tracking, projections, or request review processes in a program environment.
Experience developing SOPs, job aids, or process improvement initiatives.
Project management experience supporting special projects; PMP or equivalent certification a plus.
High level of experience and comfort working independently with senior leadership, faculty, staff, students, medical professionals, and external agencies in complex organizations.
Demonstrated ability to synthesize data and stakeholder input to inform program improvements or operational decisions.
Demonstrated ability to identify inefficiencies and recommend process improvements.
Experience working with multiple stakeholders in a fast-paced, matrixed environment.
Must possess discretion and mature judgment, as confidential information is routinely encountered.
Physical Requirements
Physical Requirements: While performing the duties of this job, the employee is regularly required to sit for extended periods, use a computer keyboard and mouse, and communicate verbally and in writing. The employee may occasionally need to stand, walk, bend, or lift up to 15 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.
About Aptive
About Aptive. Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security and the National Science Foundation. We specialize in applying technology, creativity and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day. Founded: 2012. Employees: 300+ nationwide.
EEO Statement
Aptive is an equal opportunity employer. We consider all qualified applicants for employment without regard to race, color, national origin, religion, creed, sex, sexual orientation, gender identity, marital status, parental status, veteran status, age, disability, or any other protected class. Veterans, members of the Reserve and National Guard, and transitioning active-duty service members are highly encouraged to apply. About Aptive: Aptive partners with federal agencies to achieve their missions through improved performance, streamlined operations and enhanced service delivery. Based in Alexandria, Virginia, we support more than a dozen agencies including Veterans Affairs, Transportation, Defense, Homeland Security and the National Science Foundation. We specialize in applying technology, creativity and human-centered services to optimize mission delivery and improve experiences for millions of people who count on government services every day. Founded: 2012. Employees: 300+ nationwide.
