NIH LTASC - Administrative Assistant III - NIAID

Job Description

Job Description

­Role: Administrative Assistant III

Location: National Institutes of Health, 9000 Rockville Pike, Bldg. 4, Rm 220, Bethesda, MD 20892

Description: Hedgelan Consulting seeks a qualified and highly motivated professional to provide administrative support services to satisfy the overall operational objectives of DIR/LPD. The primary objective is to serve as a Senior Administrative Assistant (Admin 3), supporting a broad range of functions including budget coordination, human resources, security clearance processing, immigration case management, conference and symposia logistics, ethics review coordination, document review, and meeting organization, in order to support the mission, goals, and daily operations of the lab.

Minimum Educational/Experience Requirements:

• A minimum of a college 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
• Preferred qualities of proposed personnel:
• Perform a variety of complex, specialized administrative support tasks on an ongoing and ad hoc basis
• Prepare simple and complex travel arrangements using authorized travel systems, including travel authorizations and vouchers, and serve as liaison to finalize travel for attending professionals
• Maintain complex schedules and calendars, establish appointment priorities, and schedule or reschedule appointments as needed
• Set up special events, including researching requirements, reserving event space, coordinating AV requirements, and providing day-of onsite support
• Assist with maintaining the shared administrative team task tracking system
• Prepare reports, letters, agendas, handouts, background materials, and presentations as required
• Operate office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file, and/or store electronic and paper documents; maintain proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, TEAMS, SharePoint), Adobe Acrobat, and generative AI tools
• Assist the Scientific Operations Manager (SOM) in gathering and coordinating information and financial data for use in developing annual budget estimates, drawing on knowledge of the program's mission, goals, funding sources, and budget procedures
• Compile and prepare human resource packages for submission to the SOM
• Track the status of pending HR actions and coordinate with the HR office, Immigration, and Program staff to support timely case resolution
• Assist personnel with completing security clearance and campus/building access paperwork, tracking status and flagging delays to the SOM
• Compile and review immigration paperwork for completeness and adherence to timelines, flagging compliance issues to the SOM
• Compile and review ethics paperwork for completeness and adherence to timelines, flagging compliance issues to the SOM
• Coordinate logistical details for small conferences and symposia, including travel arrangements, visas for foreign travelers, and reimbursement documentation, under the direction of the Task Leader
• Organize weekly and monthly meetings to coordinate activities among investigators and divisions involved in the program, as well as other institutes
• Provide routine inspection and clearance of reports and correspondence for the concurrence or signature of the Lab Chief(s), ensuring compliance with NIAID and NIH policy
• Return documents to preparers with recommendations for improvement based on knowledge of NIAID initiatives, programmatic issues, and applicable policy
• Serve as editor for documents submitted by lab staff as needed
• 8:00am – 5:00pm
• The Government will provide onsite cohorts with necessary Government-Furnished Equipment (GFE) and space. The vendor will provide all requirements for virtual cohorts.

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

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), NIH

o Property Management Portal (NPMP), and NBS Concur Government Edition (CGE).

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:

Task 1 – General Administrative Support

Task 2 – Budget and Human Resources Support

Task 3 – Security, Immigration, and Ethics Compliance

Task 4 – Management Collaboration

Operational Hours:

Government-Furnished Equipment, Badge, Keys, and/or Facilities Provided: