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SalaryOverview:
Axle is seeking a Nichd Administrative Assistantto join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute of Child Health and Human Development (NICHD) located in Bethesda, MD.
Benefits We Offer:
Overall Position Summary and Objectives
Deliverables:
Minimum Education
Associate's
Additional Qualifications:
Certifications & Licenses
Field of Study
Software
Skills
Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.
The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.
Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com
Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).
Axle is seeking a Nichd Administrative Assistantto join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute of Child Health and Human Development (NICHD) located in Bethesda, MD.
Benefits We Offer:
- 100% Medical, Dental & Vision Coverage for Employees
- Paid Time Off and Paid Holidays
- 401K match up to 5%
- Educational Benefits for Career Growth
- Employee Referral Bonus
- Flexible Spending Accounts:
- Healthcare (FSA)
- Parking Reimbursement Account (PRK)
- Dependent Care Assistant Program (DCAP)
- Transportation Reimbursement Account (TRN)
Overall Position Summary and Objectives
Provide support services to satisfy the overall operational objectives of the Eunice Kennedy Shriver National Institute of Child Health and Human Development. The primary objective is to provide services and deliverables through performance of support services.
Deliverables:
- Manage and update Clinical Director's calendar and OCD Leave calendar accurately and keep Director updated - Ad-Hoc
- Handles conference room scheduling closely coordinating with Clinical Director and required members. - Ad-Hoc
- Completes all Timekeeping activities in a timely manner for OCD. - Ad-Hoc
Work Details:
- Manages Clinical Director's Calendar and in charge of scheduling the calendar and keeping the Clinical Director updated on meetings. 1
- Manages key requests for staff, property, timekeeping, Leave Calendar for Office of Clinical Director (OCD). 2
- Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms. 3
- Answer main OCD line and take messages. Handles Spok Mobile/other system requests 4
- Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks. 5
- Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
- Make recommendations to resolve problems that arise.
- Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
- Provide high-level administrative task support within the Branch.
- Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
- Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
- Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
- Submit Professional Liability Forms and receive 'Program Letter of Agreement'
- Serve as Back-up for PMAP, credentialing new or reapplication, MTRACc submission for labs, Patient Care
- Coordinator and Protocol Coordinator
- Schedules and maintains an accurate tracking system of all activities.
- Schedule and maintain tracking system for all activities.
- Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
- Keep government abreast of all commitments via the maintenance of daily calendar.
- Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
- Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
- Review and summarize the content of incoming materials, specially gathered information, or meetings.
- Coordinate the new information with background office sources; draw attention to important parts or conflicts.
- Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information.
- Plans and completes various special projects.
- Organize scientific articles and materials.
- Plan and complete various special projects.
- Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
- Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.
- Handles all Medical Arts Branch Requests
- Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.
- Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature.
- Establish and prioritize meetings appointment priorities, or reschedule or refuse appointments or invitations.
- Contact participants and notify them of topics to be discussed.
- Schedule room and audio visual reservations.
- Prepare agendas, handouts and background materials.
- Work with staff on creation and preparation of presentations and slides ; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
- After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes
- Manages parking stickers for Office of Clinical Director (OCD) and OCD visitors.
- Point of contact for guests applicants, works to create itinerary
- Updates databases and spreadsheets and creates reports for management.
- Create summaries and reports based on information gathered.
- Update and maintain the Program and Employee Services (PES) personnel list and phone directories.
- Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES.
- Develop and/or complete forms and prepare for staff’s signatures.
- Develop, maintain and update spreadsheets for ongoing projects
- Maintains inventory and initiates purchase requests.
- Maintain office records including office procurements and reimbursement procedures.
- Oversee inventory of office supplies.
- Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items.
- Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner.
- POTS Ordering for Office of Clinical Director.
- Handles Meter reading request (Quarterly) for office OMNI printer/scanner.
1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked
Minimum Education
Associate's
Additional Qualifications:
Certifications & Licenses
- Bachelor's degree is desirable but not mandatory
- Previous experience as Executive Assistant are desirable but not mandatory
Field of Study
- Less Than a Bachelor's Degree
Software
- SharePoint
- Outlook
- MS Office
- Concur
- Concur and ITAS can be taught after candidate joins
- ITAS
Skills
- Meeting minutes/summary reports
- Executive level support
- Great communication skills and inter-personal skills
- Meeting coordination
- Calendaring
- Scheduling
Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.
The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.
Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com
