NIH LTASC - Administrative Assistant IV - NINDS

Role : Administrative Assistant IV

Location : National Institutes of Neurological Disorders and Stroke (NINDS), Division of Intramural Research (DIR), Intramural Administrative Management Branch (IAMB), Multiple locations:

• 35 Convent Drive, Building 35, Bethesda, MD 20892

• 35A Convent Drive, Building 35A, Bethesda, MD 20892

• 49 Convent Drive, Building 49, Bethesda, MD 20892

• 10 Center Drive, Building 10, Bethesda, MD 20892

Description : Hedgelan Consulting seeks qualified and highly motivated professionals to provide support services to satisfy the overall operational objectives of the National Institute of Neurological Disorders and Stroke, Division of Intramural Research. The primary objective is to provide services and deliverables through performance of support services.

Minimum Educational/Experience Requirements:

• A minimum of a college degree and four (4) years of related work experience or a high school diploma or GED and eight (8) years of related work experience

• Strong communication skills, both oral and written

• Able to establish and maintain effective working relationships with NIH and/or NINDS administrative and program staff and in serving as a liaison for Program Office

• Demonstrated experience in running reports, manipulate and arrange data in charts, pivot tables, etc

• Analytic, organizational and time management skills

• Skilled in scheduling meetings/appointments; able to maintain multiple calendars

• Preferred qualities of proposed personnel:

o Knowledge of the National Institutes of Health (NIH) personnel policies and procedures

o Experience working with or supporting the NIH Board of Scientific Counsel (BSC)

o Knowledge of HHS and NIH travel regulations, policies, and procedures.

o Knowledge of computerized systems, unique to NIH, including NIH Fellowship Payment System (FPS), Purchasing On-Tracking System (POTS), Manuscript and Publication System (MAPS), NBS Sunflower (for Property Management)

o Work experience completing Professional Service Orders (PSO) for professional speakers and seminars including creating schedules, reserving conference rooms, and arranging travel for speakers

Roles and Responsibilities:

The following tasks are within the Labor Category Description for Admin Assistant. The Admin will have a wide range of responsibilities. The contractor shall:

• Perform internet research

• Perform data entry

• Perform word processing

• Manage and update spreadsheets in Microsoft Excel

• Greet and direct visitors

• Respond to phone calls and transfer to the appropriate office as needed

• Schedule meetings in Microsoft Outlook

• File and/or fax documents

• Route documents to appropriate offices, and disseminate memoranda to staff

• Prepare purchase requests

• Review memoranda and other correspondence and edit for proper grammar and format

• Compile equipment needs of office staff into a Microsoft Word document or other typed formats

• Prepare training requests

• Create and analyze written documents for dissemination to leadership

• Compile information for outside inquiries and reports

• Conduct word processing and spreadsheet management

• Prepare, create, format, and edit spreadsheets and charts

• Develop and maintain tracking tools to be used for reporting data

• Perform more advanced internet research’s resulting from meetings; track the progress of items of immediate concern to the Lab Chief.

• Address and resolve conflicts involving clerical and administrative functions of the office

• Properly handle confidential or sensitive documents

• Prepare routine and advanced correspondence including letters, memoranda, and reports

• Use experience and judgment to plan and accomplish goals in a timely manner

• Answer questions related to administrative functions of the office

• Prepare biological materials for shipment

• Contractor 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.).

DELIVERABLES:

• Upon request, the contractor shall provide documentation evidence of any and/or all work product, including but not limited to, the following tasks:

o Work products and documents related to program liaison support.

o Work products and documents related to preparing oral and written communications

o Work products and documents related to NIH personnel policies and procedures including travel, technology transfer, property management, software, database use, purchase requests, and service orders.

o Timely attendance to scheduled hours and assigned duties.

o Work products and documents related to meeting organization and data manipulation

o Work products and documents related to surveys, results analysis, calendar maintenance, and website management

Operational Hours:

• Monday – Friday, 8-hour shifts between 7:00AM – 5:30PM