Executive Administrative Assistant, Lv 4

LTSi - Laredo Technical Services, Inc.•North Bethesda, MD

9d•$40 - $41•Onsite

About The Position

The executive assistant will independently provide support services to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases. The primary objective is to provide services and deliverables through performance of support services. The executive assistant performs administrative duties for executive management. Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities. This position requires the ability to perform all tasks of the other positions, but requires advanced computer and internet research skills. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. Relies on experience and judgment to plan and accomplish goals. Candidate should have the ability to work well with all levels of management and staff. Prior experience in a scientific research environment for a large Federal agency is preferred. A comprehensive understanding of NIH, its organization and culture is also desired.

Requirements

A minimum of a high school diploma, is required and 2 year related work experience.
Strong communication skills, both oral and written
Ability to transcribe and edit documents
Analytic, organizational and time management skills
Ability to work independently and in a collaborative team environment consisting of a diverse population

Nice To Haves

Prior experience in a scientific research environment for a large Federal agency is preferred.
A comprehensive understanding of NIH, its organization and culture is also desired.

Responsibilities

Provide day-to-day administrative support to Lab Chief and multiple section chiefs in LCIM.
Receive all incoming telephone calls and respond to all inquiries (verbal and written); screen all incoming correspondence; research subject matter and provide all necessary background information for the Office of the Chief.
Provide critical review of the content and substance of all written action documents and correspondence prepared for the signature of the Lab Chief and senior Principal Investigators; alert writers to any conflict with the file or departure from policies or Lab Chief’s viewpoints; make recommendations to resolve problems that arise.
Coordinate any follow-up actions on confidential matters resulting from meetings; track the progress of items of immediate concern to the Lab Chief.
Serve as the travel planner for the Lab Chief as well as several senior Principal Investigators, both foreign and domestic; make airline reservations, prepare travel orders, vouchers, and related documents such as itineraries, and arrange for hotel accommodations.
Maintain close contact with the Lab Chief while in travel status to keep him/her informed of important matters that arise during his/her absence.
Schedule, attend and record discussions held at meetings with senior faculty members (i.e., Section Chief meetings).
Summarize the content of incoming materials, specially gathered information, or meetings to assist the Lab Chief; coordinate the new information with background sources; draw attention to important parts or conflicts.
Organize, summarize, and coordinate development of guidance material and informational notices with officials and staff from other organizational components within NIH (i.e. IAMB, DIR, etc.).
Provide laboratory staff with updated information, implementing recommendations, and policies ensuring the laboratory understands with modifications.
Generate and analyze DPSS management information system reports as a quality control check on the accuracy and completeness of data and for purposes of identifying opportunities for QA interventions to improve the quality of packages.
Prepare and coordinate bi-annual Performance Management Appraisal Program (PMAP) review process; prepare PMAP packages, coordinate review process, assimilate data and assist Lab Chief with completion of the PMAP process.
Prepare and coordinate quadrennial Board of Scientific Councilors (BSC) review process; prepare BSC packages, coordinate review process, assimilate data and assist Lab Chief with completion of the BSC review process.
Analyze review results to develop narrative memorandum, briefings and other correspondence outlining the review finding to present information as well as preparing a solution oriented plan to correct any inefficiencies identified through the review process to the Lab Chief and Section Chiefs.
Set up and format spreadsheets to analyze information.
Coordinate the printing and conversion of paper documents to electronic files; provide analytical and operational support in implementing Federal Records Management requirements related to case and office files.
Maintain and utilize various administrative programs and databases (i.e. CGE, ITAS, AMBIS, FPS, PARIS/PATS).
Prepare databases and reports for the Lab Chief and subordinates.
Serve as the administrative coordinator for LCIM; Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks; respond to written communications.
Serve as the liaison between LCIM administrative staff and IAMB; coordinate all activities of LCIM administrative staff including assignment of long-term projects and work distribution.
Prepare various management reports to define and evaluate the workflow, timelines and/or potential problems of a wide variety of program functions; keep abreast of program developments and makes substantive recommendations for improvements in management and processing in support of LCIM.
Maintain and update systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
Coordinate annual evaluations of fellows; ensure that evaluation forms are disseminated, retrieved and filed accordingly; follow up with fellows and faculty members to complete open evaluation.
Maintain conference attendance database and prepare information for quarterly conference data calls; maintain up to date department-wide conference attendance data.
Coordinate fellow (i.e. IRTA/VF) recruit application packets; corresponds with recruits via phone/email, guide recruits through the application procedures and compiles all documents needed for fellow placement.
Procure office supplies, lab supplies, etc. through AMBIS.
Coordinate, prepare, and analyze of a wide variety of reports such as fellowship stipend tracking (budget), personnel logs (FTE and non-FTE appointments), travel logs (domestic and foreign, sponsored and non-sponsored), and slot numbers.
Monitor Fellowship stipend, insurance cost and billing codes.
Input information and update status of actions in various databases and reports.
Coordinate the preparation of a variety of documents such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, training requests, individual/mass mailings, correspondence, reports and various forms.
Candidate should be 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 reference.
In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).
Upon request, the contractor shall provide documentation evidence of any and/or all work product, including but not limited to, the following tasks: Work products and documents relating to the Origination and processing of travel orders (Domestic, Sponsored, Foreign) that include arranging the flight, hotel, conference registration, auto (if applicable) and any other reservations.
Work products and documents related to assisting with preparation of Human Resources actions (Title 42, title 5) using the Human Resources Database (Capital HR), coordinating with the program staff, Administrative Resource Center (ARC), and the Human Resources Office.
Work products and documents relating to Maintaining personnel tracking logs, which organize important Human Resource information that include NTE dates, VISA information, package submission deadlines, etc.
Work products and documents relating to Assisting in resolving time and attendance issues as needed.