Administrative Assistant IV - NIH

Administrative Assistant IV

Work Location

National Institutes of Health

9000 Rockville Pike

Bethesda, Maryland 20892

*Other National Institutes of Health locations may be in Rockville/Baltimore Maryland, and in Research Triage Park, North Carolina.

Clearance Requirements: National Criminal Background Investigation with fingerprints.

Type of Employment: Full-time, 40 hours a week.

Benefits Offered: Health/Dental/Vision

Paid Federal Holidays: Eleven (11) paid Federal holidays.

Paid Time Off: 80 hours per year, accumulating from day of hire.

Sick Leave: 56 hours per year, accumulating from day of hire.

Summary of Duties and Responsibilities

The Administrative Assistants IV will function in multidisciplinary Department coordinating the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel, official duty activity memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms, this include but not limited to assisting in the development of Standard Operating Procedures (SOPs), maintain SOPs, update SOPs, guidance documents or instructions associated with the programs and systems used in the organization. In addition, provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow such as assisting senior leadership in coordinating the day-to-day office operations, including, but not limited to problem and conflict resolution, organization, and prioritizations of tasks; respond to written communications.

Working Hours

The Administrative Assistant IV normally will work Monday through Friday, 7:30am to 4:30pm, with a 30-minute lunch, excluding Federal Holidays. Telework/Remote Work may also be authorized, as needed.

Qualifications

• Possession of a college degree or a high school diploma 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.
• Knowledge of personal computers, including experience in using word-processing, spreadsheets, and database software, which is required to enter and retrieve computerized data and prepare correspondence and reports.
• Ability to conduct computer searches for program-related information.
• Good writing, grammar, spelling, and punctuation skills to compose and review correspondence.
• A fully qualified typist is required.

• Work well with all levels of management and staff.

Duties and Responsibilities

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel, official duty activity memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms.
• Assist in the development of SOPs, maintain SOPs, update SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow.
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.
• Coordinate meetings, workshops, and courses for staff; schedule conference rooms.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
• Research requested information and provided guidance on; maintain status of projects; follow up on actions through contact with office staff produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.

Acts as point of contact with management and administrative, budget and property management staff.

• Develop, maintain, and utilize various administrative databases.
• Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.
• Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment.
• Organize, coordinate, and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
• Collaborate with Human Resources (HR), supervisors, and staff on workforce development, payroll and performance issues and employee actions.
• Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations.
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Coordinate, track, and act as liaison for human resource activities, issues, and functions.

Provides guidance to staff on Federal guidelines and procedures.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the Organization.
• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
• Provide information to program staff on policies and procedures for government travelers and invited guests.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
• Explain NIH property policies, procedures, and regulations in relation to the acquisition of accountable property items.
• Review all personnel packages and advise program personnel on HR regulations and policies.
• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and NIH Property Management Policies.
• Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.

Develops, maintains, and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

• Set up and format spreadsheets to analyze information.
• Maintain tracking systems; use records management system to ensure proper filing, accountability, storage, and retrieval of files.
• Assemble and summarize data, background information and other materials from source materials or automated systems.
• Develop, maintain, and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.
• Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management.
• Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas.
• Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions, and separations.
• Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
• Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.

Prepares inventory and purchase requests and assists with property management.

• Maintain office records including office procurements and reimbursement procedures.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
• Enter requests for office supplies using POTS.
• Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
• Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities.
• Manage office records and spreadsheets including office procurements, reimbursements, and property.
• Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.
• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.

Coordinates with management on special projects.

• Coordinate staff responses to data calls from the Office of the Director.
• Provide direct administrative, procedural, and informational resource support; work with staff to coordinate program workflow.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations, or management to achieve greater economy and efficiency.
• Prepare materials for incorporation into workflow and operational analyses, cost studies and/or equipment utilization.
• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.
• Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals.
• Coordinate all administrative aspects of special projects.
• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
• Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
• Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organizations strategic plans.
• Conduct projects close out reviews to reflect current processes and identify areas for improvement.

Researchers and proposes new administrative procedures.

• Gather and analyze information about processes and programs.
• Research and advise staff on technology needs/updates such as laptops, mobile devices, and monitors.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.
• Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement.
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions.

COMPENSATION AND BENEFITS:

• Competitive Compensation package
• Comprehensive benefits including medical, dental and vision options.
• Outstanding career growth potential.

ABOUT US:

Fidelity Partners is a Inc. 5000, USA company that provides medical, technical, logistical, and administrative services to the federal government and commercial Clients across the country. Fidelity offers competitive salaries and benefits packages.

Qualified applicants are encouraged to learn more about us at www.fidelitypartners.org or or call us at (210) 822-4005 or apply at https://www.careers-page.com/fidelity-partners-medical-staffing-llc#openings

Fidelity Partners provides equal employment without regard to race, color, religion, sex, national origin, age, disability, or in accordance with applicable federal state, and local laws (EoE).