Administrative Assistant

SciTech Services, Inc.•Bethesda, MD

25d•$45,000 - $60,000

About The Position

SciTech Services is seeking an Administrative Assistant with experience providing support to the National Institutes of Dental and Craniofacial Research (NIDCR). The Administrative Assistant will provide administrative, procedural, and informational resource support to program staff and/or managers.

Requirements

1 year office administration experience supporting various organizational units.
Proficient in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint) and the Internet.
Ability to establish and maintain working relationships with internal and external staff members, and to work independently.
Excellent interpersonal skills, ability to communicate both verbally and in writing, with a positive attitude.
Exceptional organizational, interpersonal and time management skills.
Must possess excellent attention to detail, grammar, and computer skills.
Candidates must be eligible to obtain and maintain a favorable suitability determination.

Responsibilities

Organizing, collecting, analyzing, and presenting information related to the current and future program/project workloads.
Coordinating program workflows and duties assigned to staff in the assembly and preparation of reports.
Researching information requests and responding to inquiries, maintaining project status, and following up on actions.
Identifying steps and processes to improve quality of routine business practices.
Developing plans and schedules using standard references and existing information based on objectives, specific steps, input required, and/or milestones.
Identifying project schedules, timelines, and estimating required resources.
Supporting organizational efforts to improve operational efficiency, effectiveness, and productivity by identifying, analyzing, and recommending improvements.
Preparing correspondences, reports, graphs, charts, forms, and other materials using office automation equipment and appropriate software.
Maintaining senior staff calendars by scheduling appointments according to workloads and priorities.
Arranging space, time, participants, and agenda for all meetings and conferences.
Processing travel arrangements (Local, Domestic, and Foreign) in Concur Government Edition (CGE) Travel System to include transportation, rental car, and hotel reservations.
Preparing travel authorizations, travel vouchers, and obtaining the necessary approvals.
Providing logistical support and coordination for scientific conferences, workshops, events, and site visits.
Processing Professional Service Orders (PSOs) and division Non-NIH Affiliated travelers.
Scheduling and arranging meeting facilities, equipment, and assembling informational packets, schedules, copies, and notebooks.
Handling administrative functions to include preparing purchase requisitions, office supply orders, and miscellaneous items.
Maintaining confidential and sensitive information in various tracking systems and control files.
Screening phone calls and emails for inquiries and directing to appropriate staff.
Processing incoming and outgoing mail or faxes.
Performing general maintenance of office equipment, correcting minor malfunctions, or arranging repairs.
Utilizing database and spreadsheet software to perform file searches, enter program data, prepare reports, run queries, and track data.
Drafting and editing documents, spreadsheets, correspondence, forms, and reports.
Using advanced software functions to format or create graphics, tables, edit drafts, or revise databases and spreadsheets.
Photocopying, duplicating, collating, and scanning documents or large volumes of research material, correspondence, reports, charts, and graphs.
Managing interview times using Doodle Poll.
Processing travel, supply procurement, property management using Electronic Research Administrative (eRA) database.