JOB TITLE: Administrative Support Specialist III

About the role

Under the direction of Contract Program Management, Project Managers, and government personnel, the Administrative Support Specialist III primarily performs administrative duties and procurement for research animal facilities. The role involves working with a computer and typing, with infrequent exposure to laboratory animals, specifically rodents. Comfort working in an environment where laboratory animals are housed and interacting with researchers, government personnel, and contract managers is essential.

Responsibilities

• Generate reports, memos, and spreadsheets within strict deadlines using Microsoft Word, Excel, Access, Outlook, and PowerPoint.
• Utilize and maintain facility-specific software to manage census data, respond to animal order questions, generate cage cards, update animal numbers per protocol, and ensure Animal Study Protocols (ASPs) are up to date.
• Answer phones, file, and distribute correspondence as necessary.
• Coordinate activation/deactivation of contract personnel through NIH Enterprise Directory (NED).
• Schedule travel arrangements for government personnel in the GCE travel system.
• Maintain office coverage and request coverage when away from your desk.
• Monitor facility entrance door, assist visitors, sign in visitors, and verify foot patterns within the vivarium.
• Assist researchers, clients, and associates with inquiries and requests.
• Perform duties of the campus shipping coordinator for import and export.
• Schedule on-campus shipping deliveries to other facilities.
• Prepare facility and supply ordering requests, filing, and receiving using the NIH Business System and POTS System for writing justifications for orders.
• Work with vendors to retire quotes for PPE, animal enrichment orders, and other laboratory supplies.
• Manage researcher animal orders through the Centralized Animal Procurement System (CAPS).
• Receive live animals from vendors, prepare cage cards, and alert supervisory staff of arrival.
• Provide office assistance with filing records, making signs, cards, and lamination.
• Perform additional duties as assigned by Contract Management and government personnel.

Requirements

• High school diploma or general education degree (GED) required.
• Four years of experience working in administrative support.
• Computer literacy in Microsoft Outlook, word processing, and database record keeping; proficiency in Microsoft Suite (Excel, Outlook, Word, PowerPoint).
• Ability to learn and use specific administrative software unique to NIH (e.g., POTS, NEDS, DVMAX).
• Ability to work independently with minimal supervision, multitask, and possess excellent organizational skills.
• Comprehension of medical terminology is helpful.
• Ability to effectively and constructively interact with a wide variety of people both inside and outside the NIH.
• Ability to follow verbal and written instructions and exhibit interpersonal skills conducive to effective communication and a congenial work environment.