Job Description
Job Description
JOB DESCRIPTION:
Allied Technologies and Consulting (ATC) is seeking an experienced Administrative Assistant to support the National Institutes of Health (NIH). The candidate will provide advanced administrative and operational support to senior executive staff, supporting the overall objectives and ongoing programmatic needs of the NIH. This position is primarily located in Bethesda, MD. Telework/remote work may be authorized as needed.
DUTIES AND RESPONSIBILITIES:
The successful candidate will be an organized, detail-oriented, proactive, and personable Administrative Assistant who will support NIH’s mission by performing the following duties:
- Manage complex calendars and schedules for senior executive staff in a fast-paced environment with competing priorities.
- Coordinate meeting logistics, compile and distribute meeting materials in advance, and ensure timely staff participation.
- Prepare, transmit, and maintain agendas, meeting minutes, and related correspondence.
- Draft, proofread, edit, and format a wide variety of documents, including official memoranda, letters, reports, presentations, and standard operating procedures (SOPs).
- Coordinate routing, approval, and dissemination of policies, correspondence, memoranda, and related documentation.
- Coordinate and process office supply and equipment requests; oversee procurement tracking using systems such as POTS and NIH Business System (NBS)
- Act as alternate property custodian; maintain inventory controls, issue personal property passes, and ensure compliance with NIH and HHS property policies and regulations.
- Prepare and process travel requests and authorizations using NIH travel systems; assist with official duty memoranda and invited guest procedures.
- Coordinate documentation and approvals for personnel actions including recruitment, appointments, reassignments, pay adjustments, extensions, separations, and training requests.
- Develop, maintain, and update detailed tracking and reporting databases for personnel actions, budget, travel, project metrics, performance management, awards, and other office-wide functions.
- Assemble and analyze sensitive information, background data, and materials to support decisions and respond to inquiries.
- Organize and schedule meetings, workshops, seminars, ceremonies, and courses; reserve rooms, manage audiovisual/virtual connections (Zoom, WebEx), and coordinate communication with all participants.
- Prepare and distribute presentations and read-ahead materials; provide logistical planning and support for special events and staff responses to data calls.
- Maintain and review SOPs and internal guidance documents; interpret and disseminate relevant federal and NIH-wide policy information.
- Serve as a key resource to staff for policies, procedures, property management, and travel guidelines, keeping abreast of new developments.
- Use of NIH or federal records management systems to ensure proper filing, retention, and retrieval of official records.
- Evaluate office and program operations, anticipate and identify issues, and recommend/implement process improvements.
- Collaborate with executive and divisional leadership to manage special crosscutting initiatives and task force groups, ensuring all administrative aspects are tracked and completed.Prepare summaries, action item lists, letters, and presentations for special projects, and independently conduct supporting research as needed.
- Act as focal point and initial contact for the Office; facilitate communication among staff to ensure efficient flow of critical information.
- Fully comply with federal guidelines, including safeguarding Privacy Act-protected and procurement-sensitive information, and ensuring compliance with Homeland Security and NIH procedures.
EDUCATION, SKILLS AND EXPERIENCE REQUIRED:
- Bachelor’s Degree in Business Administration, Management, or a related field and four (4) years of relevant administrative experience; OR
- High school diploma or GED and eight (8) years of relevant administrative experience.
- Advanced computer and internet research skills; proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), Adobe PDF, and Office 365.
- Demonstrated experience supporting executive and senior management in a federal or large organizational setting.
- Excellent written and verbal communication skills, with proven ability to prepare, review, and edit professional documents for a variety of audiences.
- Proven ability to manage multiple priorities, work independently and collaboratively, and maintain confidentiality with sensitive and time-sensitive information.
- Skilled in developing and maintaining administrative databases and file tracking systems.
- Experience with government records management systems (e.g., NIH Business System/Sunflower Property System, POTS) and government travel systems preferred.
- Strong knowledge of and compliance with federal, HHS, and NIH administrative and property policies, procedures, and regulations.
- Prior experience working in a scientific research, healthcare, or federal agency environment is highly desirable.
- Non Sensitive (Requires Suitability Determination with a National Agency Check and Inquiry Investigation (NACI)). Contractor employees assigned to a Level 1 position are subject to a NACI.
- US Citizen
- Must be able to pass background check and drug testing
- THIS IS A FEDERAL CONTRACT
About Allied Technologies and Consulting
Allied Technologies and Consulting, LLC is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.
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