NIH LTASC 3224 - Administrative Assistant IV (Morrisville, NC)

Location: OD/DPCPSI/DO/ORIVA, Keystone Building, 530 Davis Drive, Morrisville, NC 27560

About the role

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).

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
• Ability to perform administrative duties for executive management
• Advanced computer and internet research skills
• Responsible for confidential and time-sensitive material
• Prepares routine and advanced correspondence
• 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 computerized systems unique to NIH, including NIH Fellowship Payment System (FPS), Purchasing On-Tracking System (POTS), Manuscript and Publication System (MAPS), NBS Sunflower (for Property Management), NIH Property Management Portal (NPMP), and NBS Concur Government Edition (CGE)

Responsibilities

• Provide support for various administrative tasks
• Manage senior executive staff schedules, keeping them informed and aware of changes in a fast-paced environment with competing priorities
• Coordinate and compile all meeting materials and provide to staff in advance of meetings; ensure staff attend meetings on time
• Coordinate preparation of travel requests, professional service orders, requests for travel, Outside Activities Form 520, official duty memoranda, leave authorizations, training requests, individual mass mailings, correspondence, reports, and various forms
• Provide administrative, procedural, and informational resource support; coordinate program workflow
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures
• Ensure all necessary documentation is prepared and signatures, approvals, clearances are obtained for recruitment appointments, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.
• Coordinate meetings, workshops, and courses for staff; schedule conference rooms and prepare/collect/compile materials for presentations, meetings, conferences, and ceremonies
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, Teams, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes
• Update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
• Research information as requested and maintain project status; follow up on actions through contact with office staff
• Produce a wide range of documents addressing office needs, including word processing, information management, report preparation, publications, information gathering, and communication
• Act as point of contact with management and administrative, budget, and property management staff
• Develop, maintain, and utilize various administrative databases; extract data and reports from NIH systems (e.g., Query, View, and Report (QVR))
• Serve as liaison between senior leadership and division staff; communicate policies, protocols, regulations, guidelines, and general information
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate efficient flow of information
• Provide guidance to staff on Federal guidelines and procedures
• Maintain SOPs, guidance documents, or instructions associated with programs and systems; prepare SOPs and review for accuracy
• Maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, and personnel
• Work as a liaison with other administrative groups to facilitate meeting organizational goals for high-level programs
• Provide information to staff on policies and procedures for government travelers and invited guests
• 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 project or action status
• Develop, maintain, and update documentation, databases, and spreadsheets for personnel, budget, and travel actions
• Set up and format spreadsheets to analyze information; maintain tracking systems and records management systems for proper filing, accountability, storage, and retrieval of files
• Assemble and summarize data, background information, and other materials from source materials or automated systems
• Maintain databases for tracking, analyzing, and reporting activities including professional activities, travel, and project management
• Maintain contacts database; update and maintain calendars and shared calendars for multiple staff members
• Prepare purchase requests and assist with property management
• Explain HHS and NIH property policies, procedures, and regulations related to acquisition of accountable property items
• Ensure proper implementation of federal personal property management as defined by federal laws, regulations, and HHS/NIH Property Management Policies
• Serve as Property Accountability Officer for accountable property, maintaining required controls and records, and overseeing inventory in accordance with applicable policy and regulations
• Coordinate and process equipment and supply order requests; serve as point of contact in administration of all property management activities
• Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities
• Prepare and track requests and justifications for purchase of materials, supplies, and office equipment using government systems (e.g., POTS); follow up on purchase and procurement requests; review receiving documentation and reconcile problems; maintain records and spreadsheets of maintenance contracts for office equipment
• Coordinate staff responses to data calls
• Provide direct administrative, procedural, and informational resource support; coordinate program workflow
• Perform complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare presentations, develop meeting agendas, and create/update spreadsheets and databases
• Plan or assist in planning special projects involving program issues; work with staff on management of crosscutting initiatives and task force groups to accomplish programmatic goals
• Coordinate all administrative aspects of special projects and ensure management and administrative activities are properly tracked and completed by assigned due dates
• Prepare written correspondence in appropriate format or instructions on administrative issues based on personal knowledge of policies and procedures
• Attend meetings and prepare summaries, including identifying action items and assignments per established timelines
• Compile data and create/maintain PowerPoint presentations
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research and resolve action processing issues
• Perform functions such as compiling, retrieving, and organizing information; data entry; researching references for projects; development and analysis of information to support decision alternatives
• Research and propose new administrative procedures
• Gather and analyze information about processes and programs
• Research and advise staff on technology needs updates (e.g., laptops, mobile devices, monitors)
• Design and coordinate systems for communications among staff to facilitate efficient flow of information relating to projects and programming activities
• Assist with maintenance of SharePoint sites and shared electronic document data libraries, including development and monitoring of content and ensuring documents/data are accurate and filed appropriately
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiencies; develop recommended solutions

Schedule

8:30 AM – 5:00 PM, Monday through Friday

Equipment Provided

• Laptop
• Monitors
• ID badge
• Office and desk keys
• General office supplies