Administrative Assistant

Clearance requirement: Candidates must be eligible to obtain and maintain a favorable suitability determination.

SciTech Services is seeking an Administrative Assistant to support the National Institutes of Dental and Craniofacial Research (NIDCR). The Administrative Assistant will perform overall administrative services to support operational and deliverable objectives.

Duties include but are not limited to:

• Assist with pre- and post-award activities, including the preparation of grant awards.
• Assess grant applications to ascertain the allowability, allocability, reasonableness and consistency of recommended costs.
• Respond to inquiries concerning grants management policies and procedures, and status of individual awards, on a one-on-one basis.
• Communicate with NIH/NIDCR Program staff and NIDCR grantees.
• Keep abreast of current and new NIH policies and procedures affecting the smooth operation of the Division of Extramural Activities, NIDCR.
• Maintain official grant file(s); prepare electronic documents (convert to “PDF” images); upload images directly into the appropriate IMPAC II eGrants file groups.
• Interpret and apply business management policies, procedures and practices to grants created situations.
• Manage and coordinate a complex grant portfolio.
• Develop innovative grant arrangements to resolve critical and unprecedented program needs.
• Participate in project and administrative site and staff visits to evaluate the appropriateness of budgetary requests.
• Advise applicants and grantees on financial and management issues relevant to their applications.
• Help in the administration of the portfolio including setting appropriate work priorities.
• Ensure that awardees are compliant with established administrative and financial policies, procedures and sound business practices.
• Deliver expert and authoritative advice, interpretation and guidance on statutes, regulations, policies and procedures as they relate to the award program.
• Monitor all the phases of award and closing.
• Provide advice, interpretation and guidance on statutes, regulations, policies and procedures as they relate to the award program in general and individual applications and proposals.
• Serve as a resource in communication and correspondence with grantees and staff.
• Work with staff on the business management and program planning aspects of NIDCR, Division of Extramural Activities; provide advice to program staff and applicants/grantees on administrative and business management issues.
• Conduct administrative and financial review of grant applications and applicant organizations.
• Participate with program in the negotiation of the budget, award period, and terms and conditions for grant awards.
• Conduct post award monitoring of projects, review all requested changes to the award and approve changes that are consistent with NIH and HHS policies and procedures.
• Resolve grant-related issues, working with NIDCR scientific and administrative personnel and with similar staff of grantee organizations.
• Provide advice, interpretation and guidance on statutes, regulations, policies, and procedures as they relate to the award program in general and as related to individual awards.
• Initiate correspondence to grantee institutions regarding grant-related questions and problems, clarification of policy and procedures, or requests for additional information.
• Participate in training to keep abreast of the latest developments in the analysis of grant-related issues.
• Bring to attention of Chief GMO staff areas needing additional policies or procedures and contribute comments and suggestions on new policies, revisions, justifications for changes, etc.
• Advise and provide technical assistance and policy clarification and interpretation to NIDCR staff, grantee organizations, and potential applicants, of new or revised NIDCR, NIH, and HHS documents.
• Collaborate with staff to use guidelines and policies for specific situations utilizing NIDCR, NIH and HHS grants administration sources.

Job Requirements

• High school diploma or equivalent education required.
• Minimum of one (1) year of related experience.
• Proficient in the use of personal computers and applicable software, such as Word, WordPerfect, Excel, PowerPoint, Microsoft Access, etc.
• Knowledge of format, content, and use of various accounting and budget documents and systems.
• Ability to establish and maintain working relationships with internal and external staff members, and to work independently.
• Demonstrated ability to plan, organize and prioritize work while maintaining confidentiality and handle sensitive matters diplomatically and discreetly.
• Excellent interpersonal skills, ability to communicate both verbally and in writing, with a positive attitude.
• Exceptional organizational, analytical, and time management skills.

SciTech offers an excellent benefits package that includes health, dental, vision, life, and disability insurance, a great 401(k) package, vacation, and sick leave.

Equal Opportunity Employer including Disability and Veterans.