Administrative Assistant Ii (Div Of Aids), Rockville, Md

Administrative Assistant II (Admin 2)

WORK LOCATION

National Institute of Allergy and Infectious Diseases Therapeutics Research Program Division of AIDS 5601 Fishers Lane Rockville, MD 20878

Clearance Requirements: Requires a Tier 1 Background Investigation. Type of Employment: Full-time, 40-hours a week. Contract Terms:Base year plus two (2) option years. Estimate pay per hour: $25.00+.

WORKING HOURS

The Administrative Assistant II will normally work Monday through Friday, 8:00am 5:00pm, with a 60-minute lunch, excluding Federal holidays. Telework/Remote Work may also be authorized, as needed.

SUMMARY OF DUTIES:

The Administrative Assistant II (Admin 2) will perform administrative and office support activities and will assist the Division of AIDS, Therapeutics Research Program that supports a portfolio of preclinical and clinical research designed to discover, develop, and evaluate novel interventions, monoclonal antibodies, sustained release formulations, and assays of select biomarkers to diagnose and treat HIV, leading to significant, durable improvements in therapy and treatment outcomes.

REQUIRED QUALIFICATIONS

• Possession of high school or GED.
• Four (4) years of related work experience.
• Ability to synthesize and summarize complex ideas and concisely communicate both verbally and in writing.
• Advanced computer skills and internet research skills are required.
• Knowledge of grammar, spelling, punctuation, and required formats.
• 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 review and consistently apply guidance, policies, and regulations to create or review documents.
• 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. Skill in oral and written communications.
• 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.
• Skills in scheduling and calendar maintenance.
• Skills in data entry.
• Strong interpersonal skill.

DUTIES AND RESPONSIBILITIES

• Respond to requests from senior officials and staff in the office for information from multiple sources.
• Coordinate and assemble data to respond to inquiries from senior management.
• Maintains Therapeutics Research Program (TRP) Office of the Director (OD) (i.e., Director, Deputy Director, Associate Director, Program Manager) calendars, actively understanding priorities and proactively resolves meeting conflicts.
• Receives meeting requests and schedules as appropriate.
• Attend program and project meetings; prepare and distribute documents and reference materials for meetings that includes recording key minutes, discussion decisions, and action items from meetings organized by TRP OD as requested; and centrally stores documents.
• Serves as point of contact for information requests and data calls coming from external stakeholders (e.g., National Institute of Allergy and Infectious Diseases, NIAID OD, NIH OD, etc.).
• Assist the AOs (and program manager as appropriate) in the formulation and development of budget estimates and reports, with emphasis on paying attention to details to assist with monitoring the use and rate of expenditures of program budgets.
• Serves as point of contact for information requests and data calls coming from external stakeholders (e.g., DAIDS OD, NIAID OD, NIH OD, etc.).
• Assist the AOs (and program manager as appropriate) in the formulation and development of budget estimates and reports, with emphasis on paying attention to details to assist with monitoring the use and rate of expenditures of program budgets.
• Coordinate the logistics of meetings, schedule conference rooms, ensure audiovisual support, make, and distribute copies, etc. Record and report action items and centrally store documents.
• Keeps staff informed of pending issues, deadlines, and open action items involving TRP OD, internal and external stakeholders. Serve as the Point of Contact between TRP and other external stakeholders as requested.
• Preparing travel authorizations for staff, preparing travel vouchers, travel orders, requests for travel advances, and other authorizations. Including completing all meeting registrations for TRP OD Staff.
• Maintains an organized central document storage (e.g., SharePoint, NIH Box, etc.)
• Draft TRP guidance documents for program operations as needed, Exhibits discretion in handling confidential information. Draft memos using content provided by TRP OD leadership.
• Tracks office inventory and requests office items for purchase.
• Develops efficient and innovative ways to overcome challenges including incorporating new ideas and concepts presented by others when appropriate.
• Independently format PowerPoint presentations and other written documents, merge documents with track changes in Word, and collate information including on excel spreadsheets.
• Use various software applications such as word processing, spreadsheets, and databases.
• Retrieve data from various databases in conjunction with assignments. Independently format PowerPoint presentations and other written documents, merge documents with track changes in Word, and collate information including on excel spreadsheets.
• Create documents for staff and review documents for grammar, punctuation, and other errors.
• Prepare many varied documents and assure adherence to practices and procedures, completeness of documentation and program format. Some of these include purchase requests, meeting notes, travel vouchers, training requests, etc.
• Assist in the collection, compilation, and distribution of relevant scientific literature.
• Perform other administrative support tasks as assigned.

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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).