Administrative Specialist (51006)
About The Position
The National Institute of Allergy and Infectious Diseases (NIAID), Laboratory of Clinical Immunology and Microbiology (LCIM), is at the forefront of the nation’s response to infectious and chronic immunological diseases. LCIM conducts critical research on the human immune system and its interaction with a broad range of pathogens, supporting clinical, animal, and basic science research programs. This position provides services as an Administrative Specialist in support of the overall functions of the Laboratory of Clinical Immunology and Microbiology (LCIM) within the National Institutes of Health (NIH). This requirement supports Project #107909 and provides essential program management and operational support to clinical research investigators conducting studies in infectious and neurological diseases. Due to the mission-critical nature of LCIM’s research portfolio, this support includes coordination of significant domestic and international travel, procurement actions, and complex administrative operations.
Requirements
- Bachelor’s Degree required
Nice To Haves
- Ability to multi-task and pay close attention to detail.
- Excellent analytical, organizational and time management skills.
- Strong communication skills, both oral and written.
Responsibilities
- Coordinate preparation and submission of administrative documents including: Travel requests and authorizations, Professional service orders, Requests for Sponsored Travel (NIH Form 348), Outside Activities (NIH Form 520), Official Duty Memoranda, Leave authorizations, Training requests, Individual and mass mailings, Correspondence, reports, and other required Federal forms.
- Organize, coordinate, and administer administrative components of the assigned servicing area.
- Collaborate with program officials, administrative offices, budget staff, and property management personnel.
- Serve as a point of contact between management and administrative, budget, and property staff.
- Provide direct administrative, procedural, and informational resource support to laboratory staff.
- Coordinate workflow to ensure timely completion of program deliverables.
- Assemble and submit domestic and international official duty travel authorizations, orders, and vouchers for laboratory staff in accordance with NIH and NIAID policies.
- Ensure compliance with Federal Travel Regulations (FTR), NIH travel policies, and NIAID-specific guidance.
- Maintain documentation and tracking systems for travel actions.
- Monitor travel status and reconcile vouchers in a timely manner.
- Prepare and track purchase requests and procurement documentation.
- Maintain records related to office procurements and reimbursements.
- Assist with inventory management and property accountability.
- Coordinate with property management officials to ensure compliance with Federal property regulations.
- Maintain spreadsheets and tracking systems for procurement and property actions.
- Develop, maintain, and update documentation, databases, and spreadsheets for: Personnel actions, Budget tracking, Travel activities, Professional activities, Project management tracking.
- Maintain databases for tracking, analyzing, and reporting laboratory activities.
- Ensure accuracy, completeness, and compliance of all administrative records.
- Provide guidance to laboratory staff regarding Federal guidelines and administrative procedures.
- Research and propose improvements to administrative procedures.
- Evaluate program operations through day-to-day observation and workflow analysis.
- Anticipate potential operational issues and identify inefficiencies.
- Develop and recommend practical solutions to improve program effectiveness and administrative efficiency.
- Coordinate special projects as assigned by management.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
