Administrative Assistant

Type of Employment: Part-time, 20 hours a week.

Responsibilities

• Assist the Grants Management Office with collecting, reviewing, analyzing data, and preparing reports, charts, budgets, and other presentation material using word processing, spreadsheet, and specialized software (eRA Commons).
• Utilize eRA Commons for an online interface where grant applicants, recipients, and federal staff at NIH and grantor agencies can access and share administrative information relating to research grants.
• Use the Fogarty International Center's assistance planning and financial systems to enter, maintain, and reconcile documentation into a database that contains award information, status updates, and ownership information.
• Place orders for supplies and assist with travel arrangements.
• Contact grantees to request late applications.
• Review and resolve all outstanding Closeout Issues with FIC grants.
• Arrange meetings for the Grants Staff.
• Assist with Data Calls from the Office of the Director.
• Check if grants need to have their SAM registration updated.
• Triage (request information) for competing grants.
• Provide documentation for supplies and travel arrangements, grantee requests for late applications, meeting arrangements, assistance with Data Calls, and triage for competing grants.
• Prepare a variety of office documents such as correspondence, travel authorizations/vouchers, professional service orders, reports, memoranda, procurement orders, and other program-related forms.
• Maintain calendars, perform data entry, develop and maintain spreadsheets, and maintain office records.
• Help track expenses.

Requirements

• Possession of a college degree or a high school diploma and four (4) years of related work experience.
• Expertise with Microsoft Office Suite (MS Word, Excel, Outlook) and databases.
• Strong oral and written communication skills.
• Excellent analytical, organizational, and time management skills.
• Knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file, and/or store both electronic and paper documents.
• Proficiency in using word-processing, spreadsheets, and database software to enter and retrieve computerized data and prepare correspondence and reports.
• Good writing, grammar, spelling, and punctuation skills to compose and review correspondence.

Schedule

Normally Monday through Friday, 8:00 am to 5:00 pm, with a 30-minute lunch, excluding Federal Holidays. The employee will work up to 20 hours per week. Telework/Remote work may be authorized as needed.

Benefits

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