Administrative Assistant - NIH

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

If interested, please provide an up-to-date resume.

Scope:

Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases. The primary objective is to provide services and deliverables through performance of support services.

Responsibilities:

• Perform clerical duties such as incoming and outgoing mail, FedEx shipments, stock and order supplies, scheduling, logging packages, printing reports, tracking packages, and maintaining files.

• Assist Team to provide day-to-day oversight on all administrative-related activities, including, but not limited to, personnel, travel, property, procurement, and budget.

• Update various systems and Excel spreadsheets timely to reflect current details accurately.

• Utilize various administrative systems to routinely research policies and procedures and ensure the reference library (SharePoint) is up-to-date and accurate at all times.

• Respond to requests from senior officials and staff in the office for information from multiple sources. Coordinate and assemble data to respond to inquiries from senior management.

• Track all personnel, supply, training, and other administrative transactions as the documentation flows through the office in both electronic form and on paper.

• Receive and direct visitors and notify appropriate personnel of visitors’ presence and the nature of business. Determine the level of importance and priority of visitors’ business.

• Attend team, program, and project meetings; prepare and distribute documents and reference materials for meetings.

• Develop and maintain filing systems. 

• Update, maintain, and dispose of files in accordance with policy and regulations. 

• File office documents and retrieve them as requested. 

• Ensure maintenance of records meets policies, procedures, and unwritten guidelines.

• Coordinate the logistics of meetings, schedule conference rooms, ensure audiovisual support, make and distribute copies, etc. Record and report action items.

• Maintain and update logs and reports as needed to monitor and track projects within the office and items needing follow-up. Maintain an electronic “tickler” system to ensure deadlines are met.

• Generate and enter purchase requests for purchases of supplies, equipment, and services, and process and track purchase documents. Resolve delivery and shipment problems.

• Assist the Administrative Officers (AOs) in the formulation and development of budget estimates. 

• Identify, compile, verify, and organize a wide variety of detailed budgetary data related to different accounts, object classes, and line items in support of human resources, procurement, travel, etc. and assist with monitoring the use and rate of expenditures of program budgets.

• Assist the AOs to prepare personnel packages and assist with the recruitment process, in-and-out processing of staff, and maintenance of updated reports on personnel actions in progress and projected. 

• Prepare personnel actions for performance increases, awards, and other actions.

• Perform a detailed technical review of various types of personnel packages. This includes but is not limited to, new appointments, renewals, and terminations. Personnel types such as contracts, Fellows, FTE and non-FTE appointments, conversions, and reassignments.

• Serve as a liaison with the Office of Human Resources to resolve routine processing problems and to follow up on actions already submitted.

• Use various software applications such as word processing, spreadsheets, and databases. Retrieve data from various databases in conjunction with assignments.

• Create documents for staff and review documents for grammar, punctuation, and other errors.

• Perform office support such as printing, copying, fax, telephone, and other services.

• Prepare many varied documents and assure adherence to practices and procedures, completeness of documentation, and program format. Some of these include purchase requests, personnel documents, travel vouchers, training requests, etc.

• Prepare and/or review travel authorizations for staff, prepare or review travel vouchers, travel orders, requests for travel advances, and other authorizations. Arrange travel as necessary.

• Serve as a timekeeper and reconcile and maintain current records to assure accuracy, up-to-date record keeping, and accountability in the event of an audit. Advise appropriate managers of time and leave problems.

• Communicate effectively on the status of current projects, including time frames and document requirements, and key operational issues through formal and informal communications.

• Participate in on-the-job training (i.e., thorough review and discussion on packages, utilization of the various administrative systems, and researching policies and procedures).

• Perform other administrative support tasks as assigned.
  
  

Qualifications:

• High school diploma and a minimum of four (4) years of related work experience performing administrative work.
• Advanced computer skills and internet research skills are required. 
• Knowledge of grammar, spelling, punctuation, and required formats.
• Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.
• Ability to review and consistently apply guidance, policies, and regulations to create or review administrative documents.
  
  

Benefits:

• Medical, Dental, & Vision Coverage
• Paid Time Off and Paid Holidays
• 401K/Profit Sharing Plan
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Referral Bonuses
• Employee Discount Program
• Merit Bonuses
• Employee Assistance Program
• Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.