Global Solutions Network (GSN), a federal government contracting firm, presents this full-time, long-term position supporting GSN’s customer at the National Institutes of Health (NIH). The position is approximately 40 hours per week. This position offers a competitive salary and comprehensive benefits.
TASKS/SERVICES
- Ensure that quality administrative services are provided, on schedule and with a minimum of disruption by self-managing tasks independently.
- Anticipate the needs of the Branch Chief by being proactive and organized.
- Exercise independent and appropriate judgement and discretion in prioritizing and executing tasks in accordance with Branch Chief guidance.
- Coordinate and prepare domestic, foreign, and sponsored travel for staff including flight, transportation and lodging accommodations; confirm all logistics; process arrangements and interact with NIH Travel System.
- Coordinate with the traveler to ensure consistency in the travel plans and authorizations, and with the Travel Management Center (TMC) on changes and itineraries; enters travel requests into the government system; complete required forms and follow up to ensure that all aspects of the travel are completed seamlessly and efficiently; travel packages are completed and are documented and approved by all required sources prior to the travel date.
- Process travel vouchers/reimbursements and expense reports accurately and within the specified timeframe; ensure that the expenditures are properly documented and tracked in accordance with federal regulations, passport and visa offices.
- Maintain Branch calendars and schedule meetings/calls for Senior Investigator (and staff as required).
- Serve as point-of-contact regarding Branch and senior staff meeting arrangements and coordination of video and audio conference calls.
- Schedule conference room; obtain call-in numbers and/or video conferencing support and coordinate with IT for support as necessary.
- Perform timekeeping duties; ensure that actions are implemented in a timely and proper manner consistent with NIH and NIAID latest policies and procedures.
- Perform generic clerical tasks and administrative support functions such as answering telephone calls, taking/delivering messages, coordination of office supplies and obtaining signatures on documents as directed. Follows up with action plans, work products and documents.
- Collaborate with other internal and external departments or collaborators and institutions to request or furnish publications, documentation and other relevant information as required.
REQUIREMENTS
- Bachelorâs degree in a related discipline. Four (4) years of specialized experience plus a high school diploma is equivalent to a Bachelorâs degree.
- Minimum of four (4) years of experience in a related field.
- strong organizational skills with accuracy and attention to detail.
- extremely reliable and adaptable with strong time-management skills; ability to prioritize and handle multiple responsibilities with minimum supervision. Demonstrates good judgment, particularly when managing confidential information.
- Excellent written and verbal communication skills with the ability to be professional, clear and accurate both verbally and in writing.
- Strong interpersonal skills for interacting with staff members. Ability to work well with all levels of management and staff using professional demeanor.
- Proficient in MS Office Suite (Excel, Word, Outlook, PowerPoint). Ability to work using both Microsoft Windows and Mac OS X systems and experience with SharePoint is preferred.
- Prior work in a scientific research environment for a large Federal agency is desired. Understanding of NIH, its organization and culture preferred. Knowledge of NIH organizational travel (CGE) and personnel (FPS) systems is highly desired.
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