Office Manager/Admin Assistant

Administrative Support Position at NIH

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting NINDS at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

Responsibilities include:

• Performs a variety of complex, specialized administrative support tasks on an ongoing and ad hoc basis.
• Prepares simple and complex travel arrangements using authorized travel system and procedures. Arranges details of conferences and meeting attendance.
• Prepares travel authorizations using the travel system. Prepares and finalizes travel vouchers for traveler expenses. Contacts staff to gather required information and serves as liaison to finalize travel arrangements for attending professionals.
• Contributes to maintaining complex schedules and calendars, establishes appointment priorities, schedules and reschedules appointments when required.
• Performs tasks to set up special events, including but not limited to researching requirements, reserving onsite event space, coordinating AV requirements with technical staff, and provides day-of onsite support for event management.
• Contributes to and assists with maintaining shared administrative team task tracking system.
• Prepare reports, letters, agendas, handouts, background materials, and presentations as required, using Microsoft Teams and Office Applications (Word, Excel, PowerPoint) and Adobe Acrobat.
• Knowledge of NIH personnel policies and procedures relating to pay, leave, standards of conduct, merit promotion, and VISAS. Level of knowledge should be sufficient to have skill in reviewing personnel request related documents; advising program staff on personnel regulations, policies, and procedures; and advising applicants on employment or other opportunities within the Program Office.
• Work experience creating and dispersing surveys, analyzing survey responses, and summarizing survey responses in written form.
• Website design and/or website management skills.
• HTML coding skills.
• Experience working with or supporting the NIH Board of Scientific Counsel (BSC).
• Knowledge of NIH policies governing technology transfer sufficient for preparing reports and determining status of applications.
• Knowledge of NIH property management policies and practices, and skill in using associated automated systems.
• Experience using NIH applications for entering and tracking purchase requisitions, purchase requests, employee time and attendance information, employee onboarding information, payment requests to fellows, and travel authorizations and vouchers.
• Knowledge and skills in using database search techniques, retrieval methods, and information delivery systems sufficient to perform tasks involving the categorization, summarization, or location of scientific/management information and retrieval and organization of biomedical information from NIH databases such as PUBMED.
• Skill in using NIH and NINDS automation programs for information management and tracking.
• Work experience performing Administrative Tasks for Procurement Support Services such as preparing purchase requests for office supplies, preparing purchase requests for office equipment or services, answering questions regarding, and investigating, discrepancies related to purchases, entering payment information into administrative databases; and tracking or maintaining files related to purchases.
• Work experience completing Professional Service Orders (PSO) for professional speakers and seminars including creating schedules, reserving conference rooms, and arranging travel for speakers.
• Skill in using Microsoft SharePoint.
• Knowledge of regulations governing shipping of biological materials and work experience shipping biological materials.

Qualifications include:

• Bachelor's degree or a high school diploma or GED and four (4) years of related work experience.
• Ability to perform more complex administrative tasks.
• Ability to support senior level staff.
• Possess advanced computer skills.
• Ability to perform a variety of administrative functions.

Benefits include:

• Medical, Dental, & Vision Coverage
• Paid Time Off and Paid Holidays
• 401K
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Referral Bonuses
• Employee Discount Program
• Merit Bonuses
• Employee Assistance Program
• Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.