Administrative Assistant IV

Fidelity Partners • Rockville, MD

14h • Onsite

About The Position

Fidelity Partners is seeking an experienced Administrative Assistant IV to provide senior-level executive, administrative, and operational support to the Laboratory of Clinical Immunology and Microbiology (LCIM), Division of Intramural Research, National Institute of Allergy and Infectious Diseases (NIAID). The Administrative Assistant IV will independently support the LCIM Lab Chief and section chiefs by managing correspondence, confidential follow-up, travel, meetings, records, administrative tracking, procurement, personnel documentation, reporting, and other day-to-day office operations. The position requires strong judgment, discretion, organization, and the ability to manage multiple priorities in a scientific and Federal research environment.

Requirements

• College degree plus a minimum of four (4) years of related experience; OR High school diploma or equivalent plus a minimum of eight (8) years of related experience.
• Advanced computer skills and proficiency with standard office software, spreadsheets, databases, electronic records, and internet research.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, summaries, and meeting materials.
• Ability to handle sensitive, confidential, and time-sensitive information with discretion.
• Strong organizational, scheduling, records-management, and administrative coordination skills.
• Ability to work independently and coordinate effectively with senior leadership, scientific staff, administrative offices, and external contacts.
• Successful National Agency Check and Inquiry (NACI) suitability determination and required NIH/HHS security training.

Nice To Haves

• Experience in a scientific research environment or Federal agency is preferred.
• Knowledge of NIH administrative processes and systems is highly desired.

Responsibilities

• Provide senior-level administrative and executive support to the LCIM Lab Chief and section chiefs.
• Manage incoming and outgoing correspondence, inquiries, requests, and administrative actions; independently track items requiring follow-up.
• Handle confidential and sensitive administrative matters with appropriate discretion and records protection.
• Coordinate domestic and international travel, including travel orders, itineraries, lodging, vouchers, and related documentation for Government staff.
• Schedule and coordinate meetings, conferences, appointments, and special events; prepare agendas and supporting materials and maintain meeting records and minutes as required.
• Review, summarize, and organize information for leadership, including administrative notices, guidance, status updates, and management reports.
• Assist with performance-management and review activities, including PMAP and BSC administrative support as assigned.
• Create, maintain, and update spreadsheets, databases, logs, trackers, reports, and other administrative tools.
• Maintain official records, electronic files, correspondence, and document-management systems in accordance with NIH requirements.
• Coordinate office operations, administrative workflows, supplies, equipment, and other day-to-day support requirements.
• Assist with fellowship and recruitment activities, candidate coordination, onboarding documentation, and related administrative support.
• Process and track procurement requests for office and laboratory supplies and coordinate with applicable purchasing and administrative offices.
• Maintain personnel, travel, budget, and administrative logs and ensure information is current and accurate.
• Prepare and process human resources, travel, procurement, and other administrative forms and supporting documentation.
• Coordinate with NIH/NIAID administrative offices and external stakeholders to obtain information, resolve routine issues, and ensure timely completion of actions.
• Monitor deadlines, action items, and deliverables and provide reminders or follow-up to responsible personnel.
• Perform internet research and gather information in support of administrative and scientific-program operations.
• Provide quality-control review of administrative documents and reports for completeness, accuracy, and appropriate formatting.
• Perform other related executive and administrative support duties as assigned in support of LCIM operations.

Benefits

• Paid Sick Leave: Up to 56 hours per year, consistent with EO 13706 requirements where applicable.
• Paid Federal Holidays: Eleven (11) paid Federal holidays, consistent with the applicable wage determination.
• Competitive salaries and benefits packages.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree