Administrative Assistant II

Administrative Assistant II - NIH

Work Location

National Institutes of Health

9000 Rockville Pike

Bethesda, Maryland 20892

*Other National Institutes of Health locations may be in Rockville/Baltimore Maryland, and in Research Triage Park, North Carolina.

• Clearance Requirements: National Criminal Background Investigation with fingerprints.
• Type of Employment: Full-time, 40 hours a week.
• Benefits Offered: Health/Dental/Vision
• Paid Federal Holidays: Eleven (11) paid Federal holidays.
• Paid Time Off: 80 hours per year, accumulating from day of hire.
• Sick Leave: 56 hours per year, accumulating from day of hire.

Summary of Duties and Responsibilities

The Administrative Assistants II will assist with the administrative functions such as assisting in coordinating the day-to-day office operations, including, but not limited to problem and conflict resolution, organization, and prioritizations of tasks; respond to written communications. In addition to update and maintain staff calendars; ensure that staff attend meetings; coordinate all meeting materials and provide to the staff prior to the meeting and setting up and coordinate remote and live meetings and events for the office; query for attendees schedules; reserve conference space; ensure that room, WebEx and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line.

Working Hours

The Administrative Assistant II normally will work Monday through Friday, 7:30am to 4:30pm, with a 30-minute lunch, excluding Federal Holidays. Telework/Remote Work may also be authorized, as needed.

Qualifications

• Possession of high school or GED.
• Four (4) years of related work experience.
• Advanced computer skills and internet research skills are required.
• Knowledge of grammar, spelling, punctuation, and required formats.
• Ability to synthesize and summarize complex ideas and concisely communicate both verbally and in writing.
• Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.
• Independently initiates, follows up, and completes work assignments on time.
• Ability to pay attention to detail and to follow precisely detailed instructions.
• Ability to work in a very busy and high-pressure office and exercise follow through to ensure completion of work.
• Be proficient in Microsoft applications (Word, Excel, etc.) and Share Point.

Duties and Responsibilities

• Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.
• Ability to review and consistently apply guidance, policies, and regulations to create or review administrative documents.
• Perform clerical duties such as incoming and outgoing mail, FedEx shipments, stock and order supplies, scheduling, logging packages, printing reports, tracking packages, and maintaining files.
• Assist Team to provide day-to-day oversight on all administrative-related activities, including, but not limited to, personnel, travel, property, procurement, and budget.
• Update various systems and Excel spreadsheets timely to reflect current details accurately.
• Utilize various administrative systems to routinely research policies and procedures and ensure the reference library (SharePoint) is up-to-date and accurate at all times.
• Respond to requests from senior officials and staff in the office for information from multiple sources.
• Receive and direct visitors and notify appropriate personnel of visitors presence and the nature of business. Determine the level of importance and priority of visitors business.
• Attending team, program, and project meetings; prepare and distribute documents and reference materials for meetings.
• Develop and maintain filing systems.
• Update, maintain, and dispose of files in accordance with policy and regulations.
• File office documents and retrieve them as requested. Ensure maintenance of records meets policies, procedures, and unwritten guidelines.
• Coordinate the logistics of meetings, schedule conference rooms, ensure audiovisual support, make, and distribute copies, etc. Record and report action items.
• Maintain and update logs and reports as needed to monitor and track projects within the office and items needing follow-up. Maintain an electronic tickler system to ensure deadlines are met.
• Generate and enter purchase requests for purchases of supplies, equipment, and services, and process and track purchase documents. Resolve delivery and shipment problems.
• Assist the Administrative Officers (AOs) in the formulation and development of budget estimates.
• Identify, compile, verify, and organize a wide variety of detailed budgetary data related to different accounts, object classes, and line items in support of human resources, procurement, travel, etc. and assist with monitoring the use and rate of expenditures of program budgets.
• Assist the AOs to prepare personnel packages and assist with the recruitment process, in-and-out 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.
• Perform 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, Full-Time Equivalents (FTE) and non-FTE appointments, conversions, and reassignments.
• Serve as a liaison with the Office of Human Resources to resolve routine processing problems and to follow up on actions already submitted.
• Use various software applications such as word processing, spreadsheets, and databases. Retrieve data from various databases in conjunction with assignments.
• Create documents for staff and review documents for grammar, punctuation, and other errors.
• Perform office support such as printing, copying, fax, telephone, and other services.
• Prepare many varied documents and assure adherence to practices and procedures, completeness of documentation, and program format. Some of these include purchase requests, personnel documents, travel vouchers, training requests, etc.
• Prepare and/or review travel authorizations for staff, prepare or review travel vouchers, travel orders, requests for travel advances, and other authorizations. Arrange travel as necessary.
• Serve as a timekeeper and reconcile and maintain current records to assure accuracy, up-to-date record keeping, and accountability in the event of an audit. Advise appropriate managers of time and leave problems.
• Communicate effectively on the status of current projects, including timeframes and document requirements, and key operational issues through formal and informal communications.
• Participate in on-the-job training (i.e., thorough review and discussion on packages, utilization of the various administrative systems, and researching policies and procedures).
• Perform other administrative support tasks as assigned.

In addition

The Administrative Assistant II should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).

COMPENSATION AND BENEFITS:

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

ABOUT US:

Fidelity Partners is a Inc. 5000, USA company that provides medical, technical, logistical, and administrative services to the federal government and commercial Clients across the country. Fidelity offers competitive salaries and benefits packages.

Qualified applicants are encouraged to learn more about us at www.fidelitypartners.org or or call us at (210) 822-4005 or apply at https://www.careers-page.com/fidelity-partners-medical-staffing-llc#openings

Fidelity Partners provides equal employment without regard to race, color, religion, sex, national origin, age, disability, or in accordance with applicable federal state, and local laws (EoE).