Administrative Assistant

If interested, please provide your most up-to-date resume.

Technical Requirements:

• Provide administrative support for the OMIFM office.
• 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.
• Assist Branch Chiefs and Senior Analysts in supporting the preparation of OMIFM’s operating budget.
• Possess basic knowledge of monitoring and tracking requests and expenses for supplies, services, training, travel, and equipment. Works with the Administrative Officer to submit the appropriate documentation.
• Verifies the accuracy of information on a wide variety of budgetary documents, including inter- and intra-agency agreements, contract requisitions, gift fund requests, personnel actions, and purchase orders.
• Assist Branch Chiefs and Senior Analysts in preparing, compiling, and reviewing documents, and serves as a liaison between OMIFM and other offices to obtain required materials, identify discrepancies and provide status updates as directed.
• Ability to extract and compile data from many sources, for example, from the NIH automated central accounting and personnel data systems, budget justification documents, NIAID grant and contract status reports; ability to review this data and assist OMIFM staff to determine the need for and type of adjustments necessary to reconcile this data with different sources.
• Review incoming correspondence to determine the level of importance and priority, replying and/or forwarding requests to the appropriate OMIFM staff member.
• 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.
• Coordinate the logistics of meetings, schedule conference rooms, ensure audiovisual support, make and distribute copies, etc. Record and report action items.
• Attend program and project meetings; prepare and distribute documents and reference materials for meetings.
• Initiate orders for office supplies, equipment, and services, obtain quotes, write justifications, obtain clearances, etc., tracking orders to ensure timely delivery.
• Coordinate with Administrative Officers and Technicians, program staff, and Office of Cyber Infrastructure and Computational Biology for computer hardware, software, and peripheral procurement and process all necessary procurement documentation.
• Notate appropriate receiving information on invoice or requisition, maintain and distribute copies to AO or purchasing agent after receipt of goods and services, enter receiving of goods and services into AMBIS within 7 days of stamped receiving date.
• Assist in the resolution of unpaid invoices by researching missing and incomplete orders.
• Develop and maintain filing and tracking systems.
• 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, tracking the progress of transactions as the documentation flows through the office in both electronic form and on paper.
• Use various software applications such as word processing, spreadsheets, and databases.
• Retrieve data from various databases in conjunction with assignments. Performs data entry in various tracking system ensuring data is correct and complete. Generates reports from these tracking systems to identify and correct discrepancies.
• Prepare many varied documents and assure adherence to practices and procedures, completeness of documentation and program format, reviewing for grammar, punctuation, and other errors.
• Provide special projects support as requested by OMIFM management and Administrative Officers in support of OMIFM management and staff.
• Perform other administrative support tasks as assigned.

Qualifications:

• A minimum of a high school diploma, GED, is required and 2-year related work experience.
• Strong communication skills, both oral and written.
• Ability to transcribe and edit documents.
• Analytic, organizational and time management skills.
• Ability to work independently and in a collaborative team environment consisting of a diverse population.
• Ability to use word processing and spreadsheet applications. Knowledge of Excel, Word, Outlook, PowerPoint.

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.