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Form of workLAREDO TECHNICAL SERVICES, INC. (LTSi) is a government contracting company in San Antonio, Texas. LTSi is currently submitting a proposal on a contract with the National Institutes of Health for 13 (thirteen) individuals that would be interested in a position as an Executive Assistant (SCA Labor Category 01020) should LTSi be awarded the contract.
You would be a W-2 employee for LTSi and NOT a government employee.
You MUST submit your resume and complete the LTSi application at www.laredotechnical.com/jobseekers.
The contract is scheduled to run for 3 (three)-years.
Position Description
Title:Executive Assistant (SCA Labor Category 01020 Secretary III)
Location:Work will be performed at one or more of the following physical locations within the National Institutes of Health (NIH) Main Campus in Bethesda, Maryland:
IAMB/DIR/NINDS
35 Convent Drive, Building 35
Bethesda, MD 20892
IAMB/DIR/NINDS
35A Convent Drive, Building 35A
Bethesda, MD 20892
IAMB/DIR/NINDS
49 Convent Drive, Building 49
Bethesda, MD 20892
IAMB/DIR/NINDS
10 Center Drive, Building 10
Bethesda, MD 20892
Job Summary: The NIH, part of the U.S. Department of Health and Human Services (HHS), is the prime Federal agency for conducting and supporting medical research. It is comprised of 27 Institutes and Centers (ICs) through which it conducts research on a wide range of issues. The goal of NIH research is to acquire new knowledge to help prevent, detect, diagnose, and treat disease and disability, from the rarest genetic disorder to the common cold. The NIH mission is to uncover new knowledge that will lead to better health for everyone. NIH works toward that mission by: conducting research in its own laboratories; supporting the research of non-Federal scientists in universities, medical schools, hospitals, and research institutions throughout the country and abroad; helping in the training of research investigators; and fostering communication of medical and health sciences information.
Period of Performance:
The contract is currently scheduled to start April 23, 2023 and run through April 24, 2026, unless the contract is cancelled or extended by the government.
Work hours will be limited to be within the hours of 0700 to 1730 (7:00 AM to 5:30 PM), Monday through Friday.
You will receive 11 (eleven) paid federal holidays. If the holiday falls on a Saturday, the preceding Friday is the holiday. If the holiday falls on a Sunday, the following Monday is the holiday. When Inauguration Day falls within the regularly scheduled tour of duty of an employee in the Metropolitan Washington, DC area, it is observed as a holiday.
New Year's Day (January 1)
Martin Luther King, Jr.'s, Birthday (Third Monday in January)
Presidents' Day (Third Monday in February)
Memorial Day (Last Monday in May)
Juneteenth (June 19th)
Independence Day (July 4)
Labor Day (First Monday in September)
Columbus Day (Second Monday in October)
Veterans Day (November 11)
Thanksgiving Day (Fourth Thursday in November)
Christmas Day (December 25)
Required Qualifications:
A college degree and four (4) years of related work experience OR a high school diploma or GED and eight (8) years of related work experience.
Work experience and skill in performing administrative duties for executive management.
Possess advanced computer usage skills and internet research skills.
Prior experience in a scientific research environment for a large Federal agency is preferred.
Work experience handling confidential and time-sensitive materials.
Skill in preparing both routine and complex correspondence.
Ability to work effectively with all levels of management and staff.
Skill in establishing and maintaining effective working relationships with NIH and/or NINDS administrative and program staff and in serving as a liaison for Program Office.
Work experience demonstrating advanced skills in oral and written communications.
Work experience coordinating and organizing high level meetings and gatherings.
Work experience demonstrating the ability to pay attention to details and precisely follow task instructions.
Work experience demonstrating the ability to work proficiently in a very busy and high- pressure office environment.
Knowledge of federal and agency regulations and policies governing local, domestic, sponsored, and foreign travel and skill in preparing travel requests and other travel-related documents.
Work experience demonstrating the ability to follow through and ensure completion of work assignments.
Experience working in an Executive Assistant position and providing administrative support to senior management.
Skill in reviewing, interpreting, and recommending changes for improvement of operating procedures.
Work experience demonstrating the ability to run various reports, manipulate data, and arrange data in charts, pivot tables, or other features for visual presentation.
Work experience demonstrating proficiency in using Windows operating system and Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
Skill in creating and utilizing automated tracking and organization tools.
Proficient skill in scheduling meetings and appointments and maintaining multiple electronic calendars.
Advanced data entry skills.
Advanced interpersonal communication skills.
Preferred Qualities:
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.
Primary Responsibilities:
Address and resolve conflicts involving clerical and administrative functions of the office.
Properly handle confidential or sensitive documents.
Prepare routing and advanced correspondence including letters, memoranda, and reports.
Use experience and judgment to plan and accomplish goals in a timely manner
Answer questions related to administrative functions of the office.
Prepare biological materials for shipment.
Performs complex administrative functions and will typically be supporting senior-level staff.
Duties include generic clerical skills such as greeting and directing visitors, fielding phone calls, scheduling meetings, responding to callers, taking minutes, composing memos, transcribing, developing presentations, generating reports, and monitoring invoices and expense reports.
The position requires the assistant to perform a variety of administrative functions such as creating and analyzing written documents for dissemination to leadership, compiling information for outside inquiries and reports, and developing and maintaining tracking tools to be used for reporting data.
The admin must have advanced computer skills to conduct advanced internet research and perform data entry.
Compile information for outside inquiries and reports.
Conduct word processing and spreadsheet management.
Prepare, create, format and edit spreadsheets and charts.
Develop and maintain tracking tools to be used for reporting data.
Additional duties may include filing and faxing.
Place order for supplies and assist with any travel arrangements.
Computer generated work including preparing a variety of office documents such as correspondence, travel authorizations/vouchers, professional service orders, documents, reports, memoranda, procurement orders and other program related forms; maintain calendars; perform data entry; develop and maintain various spreadsheets; maintain office records; help track expenses
Responsibilities will require more work experience within each administrative function.
Advanced computer skills and internet research skills are required.
A high level of creativity is expected.
Respond to phone calls and transfer to the appropriate office as needed.
Schedule meetings in Microsoft Outlook.
Prepare purchase requests.
Review memoranda and other correspondence and edit for proper grammar and format.
Compile equipment needs of office staff into a Microsoft Word document or other typed format.
Prepare training requests
Qualifications
