Program Analyst - Documents & Records

Job Code: PRO-PM-03

Location: Hybrid - Rockville, MD

Employee Type: Exempt, Full-Time Regular Telework: Partial

Clearance: NACI

Salary Range: $73,855.55 $ - 84,933.00 per year (how we pay and promote)

Position Overview: Are you passionate about turning plans into results through seamless coordination? As a Program Analyst - Documents & Records with Ripple Effect, you will support the National Institutes of Health Office of AIDS Research by producing and maintaining professional documents, briefing materials, presentations, spreadsheets, records, and electronic repositories. You will manage multiple production requests, apply rigorous quality control, and ensure materials prepared for electronic or public distribution meet Section 508 accessibility requirements. This is a hands-on production role for a highly organized specialist who can work independently, respond to changing priorities, and partner effectively with federal staff, subject matter experts, editors, and project teams. The role provides research and production support for program requests and Freedom of Information Act responses.

Responsibilities: Document Production: Create, format, assemble, reproduce, and maintain complex professional documents, briefing books, reports, presentations, spreadsheets, meeting products, and other print and digital materials. Formatting and Editorial Production: Apply OAR and other applicable style requirements; perform production-level editing, document cleanup, mail merges, spreadsheet formatting, and basic data cleanup while preserving content accuracy and version integrity. Records and Document Management: Organize records, catalog source materials, maintain reference libraries, support version control, and keep electronic records complete, current, and easy to retrieve. SharePoint and Intranet Support: Maintain document libraries, repositories, folder structures, metadata, naming conventions, and access-ready materials within SharePoint and related collaboration environments. Accessibility and Remediation: Prepare Word, PowerPoint, Excel, and PDF products for electronic or public distribution; conduct accessibility checks and remediate materials to support Section 508 compliance. Briefing and Meeting Products: Prepare presentations, meeting minutes, briefing books, agendas, handouts, and related products for internal, partner, and leadership audiences. Research and FOIA Support: Gather, organize, and summarize background and source information for reports, correspondence, program requests, and FOIA responses under Government direction. Quality Control: Review documents for formatting, completeness, accessibility, consistency, cross-references, pagination, links, file integrity, and adherence to approved templates and style guides. Production Coordination: Prioritize and track multiple, sometimes rapidly changing requests; communicate status, risks, dependencies, and turnaround needs; and deliver accurate products on time. On-site Production Support: Provide on-site document support when sensitive, urgent, or high-volume materials require in-person production, assembly, or handling. Continuous Improvement: Recommend practical improvements to templates, repository structures, production checklists, accessibility workflows, and document-control practices. Performs other job-related duties as assigned.

Minimum Qualifications: Bachelor’s degree in information management, library science, or related field. 4 years of relevant experience in document production, document management, records support, accessibility, or related filed. Additional relevant education may substitute for experience.

Basic Requirements: Experience producing client-facing or executive-level documents in a professional, consulting, government, research, legal, health, or similarly quality-sensitive environment. Experience formatting and producing complex professional documents, including long-form reports, tables, presentations, spreadsheets, and assembled briefing materials. Experience organizing and maintaining electronic files, records, document libraries, or repositories using consistent naming, version-control, and retrieval practices. Working knowledge of Section 508 accessibility and the ability to apply accessibility practices to common Office and PDF products. Strong quality-control skills and exceptional attention to detail, including the ability to identify and correct formatting, consistency, pagination, link, and file-integrity issues. Ability to manage multiple, sometimes rapidly changing production requests while meeting deadlines and communicating priorities clearly. Strong written communication, organizational, and customer-service skills, with sound judgment when handling sensitive materials. Ability to work independently under general direction, follow established procedures and style guides, and escalate risks or unresolved issues appropriately. Strong attention to detail and demonstrated ability to execute instructions and follow established processes. Advanced proficiency with Microsoft Word and PowerPoint and working proficiency with Excel, Adobe Acrobat Pro, Microsoft Teams, and SharePoint. Must reside in a U.S. location where Ripple Effect is authorized to employ staff. Ripple Effect is currently unable to employ individuals whose primary residence is in California, New York, or Puerto Rico. Skills That Set You Apart Experience supporting NIH, or another federal agency or federal contractors. Experience applying federal records-management practices, retention requirements, or document-control procedures. Experience supporting FOIA research, document collection, records organization, or response-package production. Advanced PDF accessibility remediation, including tags, reading order, tables, forms, bookmarks, links, metadata, and validation workflows. Formal accessibility training or certification related to Section 508, WCAG, accessible documents, or PDF remediation. Experience producing complex briefing books, executive binders, committee materials, or high-volume meeting packages. Experience applying NIH, federal, or program-specific style guides and templates. Experience with sensitive document handling, reference-library development, mail merges, scanning, print production, or high-volume assembly. Experience using AI tools appropriately to support document research, production, quality control, or workflow efficiency, with and understanding of their limitations and the need to protect sensitive information and verify outputs. About Ripple Effect Ripple Effect is a woman-owned, 200-person company of communicators, scientists, researchers, and analysts. Established in 2003, and named as one of the “Best and Brightest Companies to Work For” in 2024 and 2025 by the NABR, Ripple Effect has earned acclaim for delivering unparalleled consulting services and top-tier talent across federal, private, and non-profit sectors.

Benefits: At Ripple Effect, we reward our employees for their contributions to our mission. Our comprehensive total rewards package includes competitive pay, exceptional benefits, and a range of programs that support your work/life balance and personalized preferences. Learn more about our benefits and culture here.