Administrative Assistant - Nih

Technical Requirements:

• 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.
• Receive meeting requests and schedules as appropriate, actively understanding priorities and proactively resolve meeting conflicts.
• 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 OCSO OD as requested; and centrally stores documents.
• Serve 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.
• Keep staff informed of pending issues, deadlines, and open action items involving OCSO OD, internal and external stakeholders. Serve as the Point of Contact between OCSO and other external stakeholders as requested.
• Prepare travel authorizations for staff, prepare travel vouchers, travel orders, requests for travel advances, and other authorizations.
• Maintain an organized central document storage. (e.g., SharePoint, NIH Box, etc.)
• Draft OCSO guidance documents for program operations as needed.
• Exhibit discretion in handling confidential information.
• Draft memos using content provided by OCSO OD leadership.
• Track office inventory and requests office items for purchase.
• Develop efficient and innovative ways to overcome challenges including incorporating new ideas and concepts presented by others when appropriate.
• 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 included 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.

Additional Qualifications:

• High school diploma or GED and two(2) year related work experience
• Advanced computer skills and internet research skills are required.
• Knowledge of grammar, spelling, punctuation, and proper formatting for multiple documents/platforms.
• 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.

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.