Administrative Assistant Level 3 3079

Administrative Assistant, Level 3

TORP 3079

ABOUT US:

Laredo Technical Services, Inc. provides staffing services to federal Government agencies all over the world.   LTSI connects the right people to the right opportunity.  With our experience in placing our Team Members throughout the United States and overseas, we excel at providing experienced, professional personnel for a wide range of Professional and Office Administration as well as Medical services. Our goal is to provide the highest quality of professionals in the industry.

LTSI's culture delivers a strong work ethic while going above and beyond with a sense of urgency. We are the employee-driven company.  We strive for excellence every day, which is what sets us apart from all the other government contractors. Our strong work ethic, sense of urgency and commitment to going above and beyond for our clients is what we value most!  

As a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) Minority Business Enterprise (MBE) that provides a broad range of administrative, project management, and medical staffing support services, we are also honored to be a Member of the Military Spouse Employment Partnership (MSEP), and we encourage military spouses to apply for any of our positions for which they feel they are qualified.

JOB TITLE:  Administrative Assistant, Level 3, 3079

ORGANIZATION AND LOCATION:             

National Institute of Allergy and Infectious Diseases (NIAID)

Office of the Director (OD)

Office of Science Management and Operations (OSMO)

31 Center Dr Rm 7A24

Bethesda, MD 20892

POSITION INFORMATION:  Full-Time position will option for 5 years independently providing support services to satisfy the overall National Institute of Allergy and Infectious Diseases operational objectives. The primary objective is to provide services and deliverables through the performance of support services.  Operational hours are 8:30 am -5:00 pm.  Work will be performed up to 40 hours per week during normal business hours, Monday-Friday, excluding Federal holidays.

SCOPE: 

• 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 Office of Science Management and Operations (OSMO) immediate office 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 OSMO as requested; and centrally stores documents.
• Serves as point of contact for information requests and data calls coming from external stakeholders.
• 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 OSMO, internal and external stakeholders. Serve as the Point of Contact between Program 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 OSMO Staff.
• Maintains an organized central document storage (e.g., SharePoint, NIH Box, etc.).
• Draft guidance documents for program operations as needed, Exhibits discretion in handling confidential information. Draft memos using content provided by OSMO 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.
• Perform other administrative support tasks as assigned.

QUALIFICATIONS:

• Advanced computer skills and internet research skills are required.
• Proficient in SharePoint, MS Office, Concur and ITAS (preferred).
• 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.
• Ability to manage multiple calendars and set appointments.
• Ability to coordinate meetings and prepare accurate minutes and summary reports.
• Ability to review and consistently apply guidance, policies, and regulations to create or review documents.
• Experience in a travel planning role.
• Ability to perform expense reconciliation, project management/planning, timekeeping, and fellowship program management. Independently initiates, follows up, and completes work assignments on time.
• Attend all assigned meetings and actively participate as appropriate.
• Has an ability to synthesize and summarize complex ideas and concisely communicate verbally.
• Executive level support experience.

POSITION TIMING:  Upon Contract Award

BENEFITS:  Health, Dental and Vision, 401(k), Vacation, Sick Leave, and 11 Paid Federal Holidays including:

• New Year's Day
• Birthday of Martin Luther King Jr
• Presidents Birthday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Columbus Day
• Veterans Day
• Thanksgiving Day
• Christmas Day

This is an overview of the position.  For a complete Job Description, please send a request to dana@laredotechnical.com.

Laredo Technical Services, Inc. (LTSi) provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or status as a veteran in accordance with applicable federal laws.  LTSi also complies with applicable state and local laws governing nondiscrimination in employment in every location its employees are working.  This policy applies to all terms and conditions of employment, including, but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.  LTSi is an Equal Opportunity/Affirmative Action Employer.