Administrative Assistant II (OWS

Fidelity Partners•Rockville, MD

21h•Hybrid

About The Position

The Administrative Assistant II (Admin 2) will perform administrative and office support activities that require multitasking and assisting multiple NIH employees. This position requires advanced computer skills, including word processing, spreadsheet management, and more advanced internet research. Duties will also include things such as reviewing and disseminating memorandums to staff; conducting documents control for routing through office; preparing purchase request for small purchases, reviewing draft policies, standard operating procedures, and memorandums for grammar and format; coordinating travel and submitting data into the NIH travel system; compiling equipment requirements for office staff (e.g., laptops, printers, monitors); preparing training requests; and preparing matrix of office needs.

Requirements

Possession of a high school diploma and four (4) years of related work experience.
Ability to multitask and perform more complex administrative tasks.
Possess advanced computer skills.
Knowledge of personal computers, including experience in using word-processing, spreadsheets, and database software, is required to enter and retrieve computerized data and prepare correspondence and reports.
Ability to conduct computer searches for program-related information.

Responsibilities

Coordinate day-to-day office operations and provide administrative support for the Office of Workplace Solutions Senior leadership, including scheduling, managing calendars, answering phones, organizing, prioritizing tasks, and responding to written communications.
Assist with the preparation of documents, including travel, timekeeping, work orders, acquisitions, training, mobile device orders, telecommunication orders, etc., for assigned program areas for completeness and compliance with policies and procedures.
Utilize NIH automated systems for processing administrative documents.
Coordinate communications among staff to facilitate the efficient flow of information related to projects and program activities, including tracking and recording incoming and outgoing documents.
Coordinate office-related meetings, including preparing agendas and/or handouts, handling logistics, capturing meeting minutes, and following up on action items as requested.
Prepare or provide program assistance with the preparation of routine procurement documents.
Initiate orders for office supplies, equipment, and services, obtain quotes, write justifications, obtain clearances, etc.
Review acquisition requests for proper documentation, justifications, quotes, etc., and compliance with policies and regulations.
Research and track orders to ensure timely delivery.
Assist in the resolution of unpaid invoices by researching missing and incomplete orders.
Notate appropriate receiving information on invoice or requisition, maintain and distribute copies to the Administrative Officer (AO) or purchasing agent after receipt of goods and services.
Enter the receipt of goods and services into the Administrative Management Budget Information System (AMBIS) within 7 days of the stamped receiving date.
Coordinate with Administrative Officers and Technicians, program staff, and the Office of Cyber Infrastructure and Computational Biology for computer hardware, software, and peripheral procurement, and process all necessary procurement documentation.
Prepare and create travel authorizations and vouchers using Concur Government Edition (CGE), the NIH travel system.
Provide all the required and completed travel documents to the AO in compliance with NIAID and NIH travel policies.
Maintain work files and related communication in shared files or on the SharePoint site.
Generate and maintain tracking and supporting documents of renewable service agreements, such as maintenance agreements, software licenses, subscriptions, etc., for assigned program areas.
Assist with the management and inventory of the assigned program's government-owned property, including securing property passes, maintaining logs, locating equipment, confirming decal numbers, researching the status of items, etc.
Maintain an inventory of all centrally used supplies and replenish stock, as necessary.
Ensure adequate paper and ink supplies are available daily on copiers and fax machines.
Provide controlled correspondence support, including creating file folders, making copies, and collating copies, etc.
Provide additional administrative-related project support.
Be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file, and/or store both electronic and paper documents for future reference.
In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).