Administrative Assistant

Fidelity Partners•Bethesda, MD

11d•Hybrid

About The Position

The Administrative Assistants III will assist the Grants Management Office with collecting, reviewing, analyzing data, and preparing reports, charts, budgets, and other presentation material. They will utilize word processing, spreadsheet, and specialized software (eRA Commons). The role involves using eRA Commons for an online interface where grant applicants, recipients, and federal staff can access and share administrative information relating to research grants. The Administrative Assistant III will use the Fogarty International Center's assistance planning and financial systems to enter, maintain, and reconcile documentation into a database that contains award information, status updates, and ownership information.

Requirements

Possession of a college degree or a high school diploma and four (4) years of work experience related work experience.
Expertise with Microsoft Office Suite (MS Word, Excel, Outlook) and databases.
Strong communications skills, both oral and written.
Proficient in Microsoft applications (Word, Excel, etc.).
Excellent analytical, organizational, and time management skills.
Knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file, and/or store both electronic and paper documents for future use.
Knowledge of personal computers, including experience in using word-processing, spreadsheets, and database software, is required to enter and retrieve computerized data and prepare correspondence and reports.
Good writing, grammar, spelling, and punctuation skills to compose and review correspondence.

Responsibilities

Assist the Grants Management Office with collecting, reviewing, analyzing data, and preparing reports, charts, budgets, and other presentation material.
Utilize eRA Commons for an online interface where grant applicants, recipients, and federal staff can access and share administrative information relating to research grants.
Use the Fogarty International Center's assistance planning and financial systems to enter, maintain, and reconcile documentation into a database that contains award information, status updates, and ownership information.
Place orders for supplies and assist with any travel arrangements.
Contact grantees to request late applications.
Review and resolve all outstanding Closeout Issues with FIC grants.
Arrange Meetings for the Grants Staff.
Assist with Data Calls from the Office of the Director.
Check to see if grants need to have their SAM registration updated.
Triage (request information) for competing grants.
Provide documentation that supplies and travel arrangements were made.
Document shows how and when grantees were requested for late applications.
Provide documentation that the contractor arranged Meetings for the Grants Staff.
Provide documentation that the contractor assisted with Data Calls from the OD.
Provide documentation that the contractor triaged (requested information) for competing grants.
Prepare a variety of office documents such as correspondence, travel authorizations/vouchers, professional service orders, documents, reports, memoranda, procurement orders, and other program-related forms.
Maintain calendars.
Perform data entry.
Develop and maintain various spreadsheets.
Maintain office records.
Help track expenses.