Administrative Assistant - NIH

Global Solutions Network Inc•Bethesda, MD

10d•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

Perform services on-site daily as directed by Office of Acquisitions and Logistics Management (OALM) Directors, this may include the following: Intake visitors and make calls to the office, taking appropriate action by ascertaining the nature of the business, including escorting visitors to the appropriate staff member.
Deliver physical mail and messages to the appropriate staff member.
Establish and/or maintain office filing systems.
Track, manage and order paper and supplies for main OALM and all divisions within OALM printers and ensure that the onsite printers are in operating order; place service calls for repair issues that arise to ensure printer is up and running quickly with little down time or disruption in day -to- day print needs; responsible for maintaining continuity of operations for printers.
Arrange for housekeeping and facility services.
Set up and have working knowledge of conference room audio-visual equipment and technology.
Submit and follow up on requests for services (i.e. telephone, key request, information technology/computer requests and other type of help desk requests, etc.).
Proficiently use Microsoft applications (Word, Excel, Outlook, PowerPoint, etc., and Virtual Meeting Platforms such as Microsoft Teams, and willing to learn new platforms for communication purposes. etc.) to prepare, create, format, and edit spreadsheets, presentations, and charts.
Maintain a tracking system to log and track status of documents which require various levels of review and signature. Route documents to appropriate point of contact. Serve as Point of Contact for questions on status of approval requests.
Perform initial review of documents during intake for completeness and basic accuracy, such as whether a package includes the required components or whether calculations shown are correct, etc. Correspond with submitter of document to clarify or correct when issues arise.
Develop reports as requested by OALM Directors.
Independently maintain the appointment calendar and work schedule of OALM Directors. Also manage and schedule meetings and coordinate use of multiple conference rooms for staff and other meetings as required
Provide administrative support during meetings, including arranging for audiovisual displays, taking meeting minutes, and following up with summary minutes or reports from meetings as needed.
Serve as official timekeeper using ITAS and CGE Travel planner, performing independent leave audits to ensure accuracy.
Prepare training requests, travel authorizations and travel arrangements and other similar types of administrative requests. Submit all orders for Government review and approval. Maintain copies of all travel orders and vouchers in established office files and other documentation needed depending on type of request.
Manage and prepare responses as needed to a wide variety of internal and external correspondence for the OALM Directors; draft responses and determine which correspondence should be prepared for Director or Branch Chief signature.
As necessary, assemble background information, reports, and attachments by obtaining information from staff and files; coordinate information and responses with appropriate staff to ensure consistency and conformance with policies, regulations, and formats; assure consistency with agency procedures on completeness, timeliness and formats.
Proofread and spell check all documents (drafts and final forms) and ensure that they are in the proper format and style, prior to submitting them for review; maintain a backup copy on the appropriate media of all typed documents.
Assess organizational supply needs and prepare and route purchase requests for approval.
Proficiently use office equipment (computers, copiers, fax machines, labelers, etc.) to assemble, scan, file and/or store electronic and paper documents for future reference and ensure proper distribution of copies as required.
Support 508 compliance requirements of the office.
Update the organizational charts and staff listing for the OALM and divisions within OALM on SharePoint/Website, as needed.
Update and utilize email distribution lists Process completed, signed Indirect Rate agreements, monthly purchase card reports, etc.
Perform follow up communications such as delinquent audit grantees to obtain their Single Audit Resolution Report, obtaining invoices and any other follow-ups per division.
Establish governance frameworks for program execution while managing special projects and time-sensitive assignments.
Prepare comprehensive program status reports, executive briefings, and official correspondence, presentations, and other materials, ensuring accuracy, proper formatting, and editorial quality.
Perform full-range general administrative services and functions, including human resources-related activities within federal guidelines, coordinating personnel actions, supporting onboarding and offboarding processes, and tracking staffing actions.
Collect and analyze program and operational data to identify trends and patterns and summarize findings in clear analytical reports.
Enter and track purchase and procurement requests in systems such as POTS, ensuring proper routing and approval.
Computer generated work includes developing and maintaining the action tracking system to log in, issue, and track actions; maintaining calendar, scheduling appointments, and arranging meetings, seminars and conferences; coordinating the reserving of conference room space and audio-visual equipment; setting up and assisting with audio-visual equipment in conference rooms; rescheduling appointments and meetings, when necessary.