Administrative Assistant IV

Hedgelan Consulting seeks a qualified and highly motivated professional to provide support services to satisfy the overall operational objectives of the Division of Program Coordination, Planning, and Strategic Initiatives (DPCPSI), Office of Research Innovation, Validation, and Application (ORIVA).

Responsibilities

• Provide administrative support for executive management, handling confidential and time-sensitive material.
• Prepare routine and advanced correspondence, reports, and various forms.
• Manage senior executive staff schedules, coordinate meeting materials, and ensure timely attendance at meetings.
• Coordinate preparation of travel requests, professional service orders, leave authorizations, training requests, and other administrative documents.
• Serve as an administrative, procedural, and informational resource; coordinate program workflow and internal policies.
• Obtain necessary approvals and clearances for recruitment, appointments, pay adjustments, and separations.
• Coordinate meetings, workshops, and courses, including logistical arrangements, room reservations, and audiovisual setups.
• Prepare and distribute agendas, meeting minutes, and relevant materials; update shared calendars and databases.
• Research and provide requested information; maintain project status and follow up on actions.
• Produce a wide range of documents, including word processing, report preparation, and information management.
• Act as a liaison between senior leadership, administrative, budget, and property management staff.
• Develop, maintain, and utilize administrative databases; extract data and generate reports from NIH systems (e.g., QVR).
• Communicate policies, protocols, regulations, and general information to staff; serve as the primary contact for office matters.
• Maintain and update Standard Operating Procedures (SOPs), guidance documents, and instructions for organizational programs and systems.
• Provide information on policies and procedures for government travelers and invited guests.
• Develop and maintain documentation, databases, and spreadsheets for personnel, budget, and travel actions.
• Set up and format spreadsheets to analyze information; maintain tracking systems for proper filing and retrieval.
• Prepare purchase requests and assist with property management, including oversight of federal property from acquisition to disposal.
• Serve as a Property Accountability Officer, maintaining controls and records in accordance with federal and NIH policies.
• Coordinate and process equipment and supply orders; track requests and reconcile receiving documentation.
• Coordinate staff responses to data calls and provide direct administrative support for special projects.
• Draft letters, reports, presentations, and meeting agendas; create and update spreadsheets and databases.
• Plan and assist in special projects, including crosscutting initiatives and task force groups.
• Prepare written correspondence and summaries of meetings, including action items and assignments.
• Compile data and create PowerPoint presentations; research and propose new administrative procedures.
• Gather and analyze information about processes and programs; advise staff on technology needs updates.
• Assist with maintenance of SharePoint sites and shared electronic document libraries.
• Evaluate program operations, identify inefficiencies, and develop recommended solutions.

Requirements

• A minimum of a college degree and four (4) years of related work experience or a high school diploma or GED and eight (8) years of related work experience.
• Advanced computer and internet research skills.
• Ability to work well with all levels of management and staff.
• Knowledge of the National Institutes of Health (NIH) procurement policies and procedures.
• Knowledge of HHS and NIH travel regulations, policies, and procedures.
• Knowledge of NIH-specific computerized systems, including:
  • NIH Fellowship Payment System (FPS)
  • Purchasing On-Tracking System (POTS)
  • Manuscript and Publication System (MAPS)
  • NBS Sunflower (for Property Management)
  • NIHo Property Management Portal (NPMP)
  • NBS Concur Government Edition (CGE)

Schedule

8:30am – 5:00pm, Monday through Friday.

Benefits

• Laptop, monitors, ID badge, office and desk keys, and general office supplies provided.