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ASCENSION is seeking a Training and Documentation Specialist to support the National Institutes of Health Government Purchase Card Program in maintaining accurate, current, clear, and accessible policy, training, compliance, and program communication materials.

The ideal candidate is an exceptional writer and editor who can take federal acquisition requirements, policy changes, program guidance, compliance findings, and subject matter expert input and transform them into materials that Government Purchase Card Cardholders, Card Approving Officials, Purchase Card Coordinators, and NIH leadership can readily understand and use.

This position is particularly well suited for someone whose experience sits at the intersection of technical writing, training material development, policy documentation, acquisition or financial program support, presentation development, and document quality assurance.

The successful candidate should be highly organized, detail-oriented, self-directed, and comfortable working with material governed by federal regulations and agency policies. The individual must be able to manage multiple recurring and ad hoc documentation requirements without sacrificing accuracy or consistency.

This is not primarily a graphic design or public affairs position. Its central purpose is to ensure that NIH’s Purchase Card Program has accurate policies, current training content, standardized communications, professional briefing materials, and audit-ready documentation needed to administer and oversee the program effectively.

NIH administers approximately 950 Cardholders and 500 Card Approving Officials across 30 Institutes and Centers, making accurate and consistently communicated program guidance an important element of its control environment.

Position Summary

The Training and Documentation Specialist will support development, revision, quality control, and maintenance of documentation used by the NIH Purchase Card Program.

The specialist will work with the Senior Manager/Director, Senior Consultants, NIH Purchase Card Program personnel, and other subject matter experts to translate changes in policies, procedures, regulations, compliance findings, and program practices into clear operational guidance and training materials.

The NIH requirement specifically calls for contractor assistance with revising and implementing Purchase Card policies at least annually, updating online Government Purchase Card refresher training annually, updating new Cardholder and Card Approving Official training materials quarterly or when requested, preparing presentations for monthly Institute and Center Purchase Card Coordinator meetings, preparing additional briefing materials, and developing new training in response to changing regulations or program trends.

The specialist may also support standardized letters and correspondence associated with compliance reviews, reports, responses to information requests, presentation decks, job aids, templates, and other documentation needed by the program.

The ideal candidate must be capable of understanding complex information, asking effective questions of subject matter experts, recognizing inconsistencies between source documents, maintaining disciplined version control, and producing polished materials under Government review deadlines.

Day-to-Day and Recurring Activities

The Training and Documentation Specialist is anticipated to:

• Develop clear, concise, and professionally formatted Government Purchase Card policies, procedures, guidance documents, job aids, training materials, presentations, and written communications.
• Review existing NIH Purchase Card Program materials for accuracy, clarity, completeness, consistency, usability, and alignment with current program requirements.
• Revise the NIH Purchase Card Supplement and related policy and guidance documents based on Government-approved changes.
• Update annual online Government Purchase Card refresher training for Cardholders and Card Approving Officials to incorporate current policies, regulations, recurring compliance issues, and program guidance.
• Develop and refresh training materials for new Cardholders, Card Approving Officials, and other Purchase Card stakeholders on a quarterly or Government-directed basis.
• Translate regulatory, policy, and procedural information into plain-language instructions and practical training content appropriate for non-acquisition audiences.
• Research applicable Government Purchase Card requirements, including approved NIH and HHS policy materials and Government-provided regulatory references, to support documentation updates.
• Coordinate with program subject matter experts to validate technical content before materials are finalized.
• Prepare presentation decks and supporting materials for monthly NIH Institute and Center Purchase Card Coordinator meetings.
• Create briefing materials, talking points, summaries, handouts, reference materials, and presentations requested by the Agency/Organization Program Coordinator.
• Draft standardized letters and correspondence communicating recommendations, compliance issues, corrective actions, or other Purchase Card Program information.
• Edit reports, memoranda, correspondence, policy documents, training content, presentations, and other work products for grammar, readability, formatting, consistency, and professional quality.
• Proofread materials prior to Government review and delivery, identifying conflicting terminology, outdated references, broken links, formatting errors, or inconsistencies.
• Maintain templates and standardized formats for recurring letters, reports, briefing packages, presentations, training materials, and program communications.
• Manage document versions, review comments, approval status, revision histories, and final Government-approved materials.
• Maintain program documentation within Government-approved repositories such as SharePoint, shared drives, and other NIH collaboration environments.
• Support development of written responses associated with special reviews, data calls, or inquiries from organizations such as HHS, GSA, OMB, GAO, OIG, and other internal or external stakeholders when requested.
• Identify opportunities to improve documentation consistency, usability, and accessibility across the Purchase Card Program.
• Incorporate lessons learned and recurring compliance trends into updated training materials, FAQs, job aids, or targeted informational products.
• Support development and delivery of specialized training for Institute and Center Purchase Card Coordinators or Card Approving Officials when requested.
• Participate in internal project meetings, client status meetings, content reviews, and documentation planning sessions.
• Track assigned documentation and training deliverables to ensure products are completed within established schedules.
• Apply quality-control checklists before submitting deliverables for Senior Consultant, Senior Manager, or Government review.
• Protect sensitive Government information and follow NIH/HHS information-security, privacy, records-management, and document-handling requirements.