Administrative Assistant - NIH

Global Solutions Network Inc•Bethesda, MD

11d•Onsite

About The Position

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.

Requirements

High school diploma and a minimum of two (2) years of related work experience performing administrative work.
Ability to multi-task and assist multiple NIH employees at once
Advanced computer skills are required.

Responsibilities

Coordinate administrative workflow and provide procedural and informational support to staff.
Serve as an administrative point of contact between program leadership and administrative service offices.
Organize and coordinate administrative activities supporting laboratory research operations.
Serve as liaison between leadership and staff to communicate policies, protocols, and administrative guidance.
Facilitate internal communications to ensure efficient information flow regarding program activities.
Monitor administrative processes to ensure compliance with applicable policies and procedures.
Maintain and update standard operating procedures (SOPs), guidance documents, and internal instructions related to administrative processes.
Coordinate staff responses to data calls and information requests from leadership offices.
Conduct research on administrative processes and recommend improvements to workflow or procedures.
Coordinate logistics and documentation for scientific meetings and program activities, including: Coordinate meeting planning and logistics including conference rooms, audiovisual services, and virtual meeting platforms.
Prepare and distribute meeting agendas, briefing materials, and supporting documentation.
Communicate with meeting participants, including visiting collaborators.
Record, prepare, and distribute meeting minutes and action item summaries.
Track action items and follow-up activities resulting from meetings.
Prepare and manage administrative documentation supporting program operations.
Produce correspondence, memoranda, reports, briefing materials, and administrative documentation.
Prepare job announcements, justifications, official duty memoranda, and related administrative documents.
Draft and edit presentations, letters, and program documentation.
Support preparation of reports and publications as requested by program staff.
Manage internal and external communications, including individual and mass communications.
Assist with administrative coordination of personnel actions and documentation.
Prepare and route personnel action packages including onboarding, transfers, promotions, reassignments, extensions, and separations.
Ensure documentation completeness and obtain required signatures, approvals, and clearances.
Coordinate preparation of credentialing documentation and onboarding materials.
Prepare documentation required for appointments, renewals, and terminations, including visa-related documentation where applicable.
Provide administrative support related to recruitment actions and job postings.
Maintain tracking systems for personnel actions and related administrative activities.
Provide guidance to staff regarding administrative procedures and applicable federal guidelines.
Coordinate administrative processes associated with travel and training.
Prepare travel requests and supporting documentation for domestic and international travel.
Coordinate sponsored travel requests and related administrative forms.
Provide guidance to staff regarding travel policies and procedures for government travelers and visiting collaborators.
Prepare training requests and maintain records of training activities.
Provide administrative support for procurement activities and property management.
Prepare requisitions for office and laboratory supplies.
Process and track purchase requests using government procurement systems.
Maintain records and tracking spreadsheets for procurement requests and reimbursements.
Track procurement requests and maintain status reports for laboratory leadership.
Assist with property management documentation and inventory tracking.
Coordinate documentation for international shipments supporting research operations.
Assist with internal budget tracking and reporting activities.
Assist staff with internal operating budget tracking.
Monitor commitments and obligations for internal reporting purposes.
Maintain spreadsheets and databases tracking spending patterns.
Provide administrative support for internal budget documentation and reporting.
Maintain administrative tracking systems and records supporting program activities.
Maintain databases and spreadsheets tracking personnel actions, travel, budgets, and program activities.
Maintain records management systems to ensure proper filing, storage, and retrieval of documentation.
Track laboratory supply inventories and procurement records.
Develop and maintain documentation systems supporting administrative program operations.
Provide administrative support for special projects and ad hoc initiatives.
Coordinate administrative aspects of special projects and initiatives.
Prepare reports, presentations, and briefing materials.
Gather and analyze information regarding program processes.
Support technology coordination activities including research on equipment needs such as laptops, mobile devices, and monitors.
Develop and maintain project tracking tools and administrative reporting mechanisms.