Administrative Assistant

Global Solutions Network Inc•Rockville, MD

10h•$0 - $27•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

Bachelor's degree or a high school diploma or GED and four (4) years of related work experience
Ability to perform more complex administrative tasks
Ability to support senior level staff
Possess advanced computer skills
Ability to perform a variety of administrative functions

Responsibilities

Assist a team of Administrative Officers (AOs) in providing day-to-day oversight of administrative activities, including personnel, travel, procurement, property, training, and budget.
Coordinate and track administrative transactions as documentation flows through the office in both electronic and paper formats.
Maintain logs, reports, and tracking systems to monitor administrative actions and ensure timely follow-up and completion.
Respond to requests from senior officials and staff by researching, compiling, and assembling information from multiple sources.
Communicate effectively with staff and management regarding the status of administrative actions, deadlines, and required documentation.
Assist administrative AOs in the formulation and development of budget estimates and reports. Identify, compile, verify, and organize detailed budgetary data related to multiple accounts, object classes, and line items. Support monitoring of expenditures and assist in tracking the use and rate of program funds.
Generate and enter purchase requests for purchases of supplies, equipment, and services, and process and track purchase documents. Resolve delivery and shipment problems. Assist with ensuring procurement actions are completed in accordance with NIH and Federal acquisition policies.
Assist the administrative AO teams in preparing personnel packages and assist with the recruitment process, onboarding and off boarding 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.
Assist administrative AO teams by performing 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.
Track personnel actions in progress and projected actions.
Perform detailed reviews of personnel packages, including appointments, renewals, and separations.
Serve as liaison with the Office of Human Resources to follow up on actions and resolve routine issues.
Prepare and/or review travel authorizations, vouchers, travel orders, and related documentation. Arrange travel for staff as required.
Coordinate logistics for meetings, including scheduling, conference room setup, and audiovisual support. Prepare and distribute meeting materials and reference documents. Attend meetings and record action items, ensuring follow-up as needed.
Develop and maintain filing systems in accordance with NIH policies and procedures. Maintain electronic and hard copy files and ensure proper records disposition.
Update and maintain SharePoint or similar systems and reports to ensure information accuracy and accessibility.
Receive and direct visitors and determine the nature and priority of business.
Provide administrative support to staff, including responding to inquiries and requests.
Prepare and review documents for grammar, punctuation, and adherence to required formats.
Serve as timekeeper, maintaining accurate time and attendance records. Reconcile discrepancies and advise management on timekeeping issues to ensure audit readiness.
Utilize various software applications, including word processing, spreadsheets, and databases, to perform administrative tasks. Retrieve and compile data from multiple administrative systems.
Prepare a variety of documents including purchase requests, personnel actions, travel documents, and reports.
Perform clerical and administrative support functions including mail handling, supply management, and document processing.
Participate in on-the-job training and maintain familiarity with administrative systems, policies, and procedures.
Perform other administrative duties as assigned in support of NIAID operations.