Administrative Assistant

Administrative Support Specialist

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.

Responsibilities:

• Coordinate day-to-day office operations and provide administrative support for ODSET Director and staff, including scheduling, answering phones, greeting visitors, organizing and prioritizing tasks, and responding to written communications.
• Coordinate meeting calendar for ODSET Director.
• Assist the ODSET Director in coordinating issues related to staff and office resources.
• Process and schedule conference room requests; maintain electronic calendars.
• Assist with preparation of administrative documents including travel, timekeeping, work orders, acquisitions, training requests, and telecommunications using NIH systems.
• Complete special projects for ODSET senior staff, including research and data entry in systems such as SharePoint.
• Demonstrate strong multitasking, prioritization, and coordination across multiple complex activities.
• Coordinate communications among staff to ensure efficient information flow; track and manage incoming/outgoing documents and actions.
• Coordinate meetings, prepare agendas and materials, and support logistics.
• Maintain records for ODSET fellows and program activities.
• Prepare and assist with procurement documentation including supply/equipment requests, quotes, and justifications.
• Review acquisition requests for completeness and compliance; track orders to ensure timely delivery.
• Assist in resolving unpaid invoices and document receipt of goods/services in NIH systems (e.g., AMBIS).
• Coordinate with Administrative Officers, program staff, and IT for equipment procurement and documentation.
• Coordinate with facilities and operations offices for space planning, relocations, and renovations.
• Prepare travel authorizations and vouchers using Concur Government Edition (CGE) in compliance with NIH policy.
• Maintain shared files and records in SharePoint; track service agreements, subscriptions, and related documentation.
• Assist with inventory and management of government property and office supplies.
• Provide controlled correspondence support and document management.
• Provide additional administrative and project support as needed.
• Assist with onboarding of new staff and contractors, including workspace, equipment, and system access coordination.

Deliverables:

• Meeting coordination and summaries
• Administrative tracking logs and reports
• Procurement and travel documentation
• Data tracking tools and status reports
• Correspondence and briefing material

Qualifications:

• 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

Benefits:

• Medical, Dental, & Vision Coverage
• Paid Time Off and Paid Holidays
• 401K
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Referral Bonuses
• Employee Discount Program
• Merit Bonuses
• Employee Assistance Program
• Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.

Global Solutions Network, Inc.