Job Overview
We are seeking a skilled and detail-oriented Administrative Assistant (Level 2) to support the National Institutes of Health (NIH), National Human Genome Research Institute (NHGRI), Office of the Director. The ideal candidate will provide advanced administrative services to the Division of Genomic Medicine (DGMed), contributing to the operational excellence of the organization. Experience with the NIH or in the healthcare community is desired.
Responsibilities
- Provide administrative Support
- Provide day-to-day administrative assistance to DGMed, including scheduling, document scanning, and correspondence.
- Assist with controlled correspondence by managing file folders, making copies, and ensuring compliance with policies.
- Document Preparation and Compliance
- Prepare and review documents, including travel authorizations, timekeeping reports, work orders, acquisitions, and training schedules.
- Create and review purchase requests, ensuring compliance with NIH procurement policies and resolving unpaid invoices or incomplete orders.
- Database and Record Maintenance
- Develop, maintain, and utilize various administrative databases for effective tracking and reporting.
- Update and manage calendars, establish appointment priorities, and coordinate meeting logistics.
- Procurement and Inventory Management
- Research and track supply and service orders, ensuring timely delivery and adherence to procurement guidelines.
- Maintain accurate records of receiving and assist with resolution of missing or delayed shipments.
- Travel and Timekeeping Coordination
- Process travel arrangements, including authorizations and vouchers, through the NIH travel system.
- Monitor electronic timecards, update credit hours and leave, and manage staff schedules.
- Onboarding and Operational Support
- Assist with onboarding new workforce members by arranging office space, communication devices, and workspace orientation.
- Engage with operations personnel to troubleshoot and resolve administrative challenges.
- Reporting and Documentation
- Generate and deliver monthly progress reports and a final summary report to NIH stakeholders.
- Create detailed meeting minutes, routine reports, and ad hoc documents to facilitate efficient office operations.
Experience
- Prior experience in an office setting is preferred
- Proficiency in computer applications such as Microsoft Office
- Excellent time management skills
- Strong organizational skills and attention to detail
- Bilingual proficiency is a plus
- Experience as a dental or medical receptionist would be beneficial
Required Qualifications:
Education:
- A college degree or a high school diploma and two (2) years of related work experience
Skills and Competencies:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong organizational, communication, and problem-solving skills.
- Familiarity with NIH systems and processes (preferred).
Experience:
- Prior experience providing administrative support in government or healthcare environments is highly preferred.
- Demonstrated ability to manage procurement, travel, and timekeeping processes effectively.
Work Details:
Employer: Accounting Transfer Solutions LLC
Customer: National Institutes of Health (NIH), National Human Genome Research Institute (NHGRI), Office of the Director
Location: Bethesda, MD
Work Schedule: Monday - Friday, 8:30 AM 5:00 PM
Telework is permitted
Job Type: Full-time
Pay: $40,000.00 - $62,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: Remote
