Administrative Assistant III – Rockville, MD

Qualifications

• Must have a high school diploma or GED equivalent, and four (4) years of related work experience performing administrative work.
• Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.
• Strong organizational, analytical, internet research, and communication skills.
• Proficiency in Microsoft Office and advanced knowledge of administrative procedures and NIH systems.

Summary Of Duties

The Administrative Assistant III will provide senior-level administrative support by independently managing complex office operations, coordinating executive-level activities, and serving as a primary administrative resource for assigned leadership. Exercises sound judgment in handling confidential information, resolving administrative issues, and ensuring efficient office operations.

Duties And Responsibilities

• Assist a team of Administrative Officers (AOs) in providing day-to-day oversight of administrative activities, including personnel, travel, procurement, property, training, and budget.
• Carefully track administrative transactions as documentation flows through the office in both electronic and paper formats.
• Maintain logs, reports, and tracking systems to monitor administrative actions and ensure timely follow-up and completion.
• Respond to requests from senior officials and staff by researching, compiling, and assembling information from multiple sources.
• Communicate effectively with staff and management regarding the status of administrative actions, deadlines, and required documentation.
• Aid administrative AOs in the formulation and development of budget estimates and reports.
• Identify, compile, verify, and organize detailed budgetary data related to multiple accounts, object classes, and line items.
• Support monitoring of expenditures and assist in tracking the use and rate of program funds.
• Generate and enter purchase requests for purchases of supplies, equipment, and services, and process and track purchase documents.
• Resolve delivery and shipment problems.
• Aid administrative AOs in the preparation of personnel packages and assist with the recruitment process, onboarding and off boarding processing of staff, and maintenance of updated reports on personnel actions in progress and projected.
• Prepare personnel actions for performance increases, awards, and other actions.
• Aid administrative AOs by performing a detailed technical review of various types of personnel packages. This includes but is not limited to, new appointments, renewals, and terminations. Personnel types such as contracts, Fellows, FTE and non-FTE appointments, conversions, and reassignments.
• Track personnel actions in progress and projected actions.
• Perform detailed reviews of personnel packages, including appointments, renewals, and separations.
• Serve as liaison with the Office of Human Resources to follow up on actions and resolve routine issues.
• Prepare and/or review travel authorizations, vouchers, travel orders, and related documentation. Arrange travel for staff as required.
• Cook up logistics for meetings, including scheduling, conference room setup, and audiovisual support. Prepare and distribute meeting materials and reference documents. Attend meetings and record action items, ensuring follow-up as needed.
• Develop and maintain filing systems in accordance with NIH policies and procedures. Maintain electronic and hard copy files and ensure proper records disposition.
• Update and maintain SharePoint or similar systems and reports to ensure information accuracy and accessibility.
• Receive and direct visitors and determine the nature and priority of business.
• Provide administrative support to staff, including responding to inquiries and requests.
• Prepare and review documents for grammar, punctuation, and adherence to required formats.
• Serve as timekeeper, maintaining accurate time and attendance records. Reconcile discrepancies and advise management on timekeeping issues to ensure audit readiness.
• Utilize various software applications, including word processing, spreadsheets, and databases, to perform administrative tasks.
• Retrieve and compile data from multiple administrative systems.
• Prepare a variety of documents including purchase requests, personnel actions, travel documents, and reports.
• Participate in on-the-job training and maintain familiarity with administrative systems, policies, and procedures.