Administrative Assistant II

Job Description

Job Description

Contemporaries Inc. is a government contracting firm supporting the National Institutes of Health (NIH) in their efforts to hire an Admin II on a long-term contract. We are looking for candidates who have previous NIH, HHS, or related administrative support experience. In this role, selected candidates will provide a mix of administrative and general clerical support, helping to coordinate daily operations, manage documentation, and keep internal processes running smoothly. This position requires hands-on experience using tools such as Excel for tracking and reporting, SharePoint for document management, and federal travel systems (e.g., Concur) to support travel coordination and processing. The ideal candidate is organized, detail-oriented, and comfortable supporting multiple priorities while ensuring accuracy and efficiency.

Duties:

• Coordinate meeting logistics, including scheduling, conference room setup, A/V support, material preparation, and tracking action items
• Maintain and update tracking logs, reports, and an electronic “tickler” system (using tools like Excel and SharePoint) to ensure deadlines and follow-ups are met
• Generate, process, and track purchase requests for supplies, equipment, and services; resolve delivery and shipment issues
• Support budget formulation by compiling, verifying, and analyzing financial data in Excel; assist with monitoring expenditures across program areas
• Assist with recruitment, onboarding/offboarding, and personnel processing; prepare and track personnel action packages
• Conduct detailed reviews of personnel actions (appointments, renewals, terminations, conversions, and reassignments) for accuracy and compliance
• Serve as liaison to HR to resolve processing issues and follow up on submitted personnel actions
• Draft, edit, and proofread documents; maintain and organize files and records within SharePoint and other systems
• Prepare and review administrative documents including purchase requests, travel authorizations, vouchers, and training requests
• Coordinate travel using federal travel systems (e.g., Concur), including authorizations, vouchers, and travel arrangements
• Serve as timekeeper, maintaining accurate time and attendance records and resolving discrepancies
• Communicate project status, timelines, and administrative requirements to stakeholders; provide general administrative support as needed

Profile:

• Administrative or operations support experience, preferably within the federal government or NIH environment
• Prior experience supporting the National Institutes of Health or a similar HHS agency strongly preferred
• Hands-on experience with NIH administrative systems such as ITAS (timekeeping), NED (personnel tracking), and SharePoint for document management
• Experience using federal travel systems (e.g., Concur) to process travel authorizations, vouchers, and reimbursements
• Proficiency in Microsoft Office Suite, with strong emphasis on Excel (tracking, reporting, and data organization)
• Familiarity with federal procurement and administrative processes, including purchase requests, tracking orders, and resolving discrepancies
• Experience supporting personnel actions, onboarding/offboarding, and working with HR teams or systems
• Strong organizational skills with the ability to manage multiple priorities, track deadlines, and maintain accurate records
• Excellent written and verbal communication skills, with the ability to draft, edit, and proofread professional documents
• Ability to work in a fast-paced, detail-oriented environment supporting multiple stakeholders and competing priorities

Contemporaries is a government contracting firm who has been providing HR and Staff support to both federal and private organizations for over 35 years. Specializing in Administrative and related opportunities, while also working with Scientific, IT, Legal, Research, and related opportunities.

Company Description

Contemporaries is a government contracting firm who has been providing HR and Staff support to both federal and private organizations for over 35 years. Specializing in Administrative and related opportunities, while also working with Scientific, IT, Legal, Research, and related opportunities.