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Administrative Assistant

2 months ago

Bethesda, United States Global Solutions Network Inc. Full time

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). This position provides a competitive salary and comprehensive benefits.

If interested, please provide an up-to-date resume.

Technical Requirements:

IT support duties (70% effort):

  • ONHM website redesign (55% effort)
    • Provide administrative support for the process of obtaining the Authority to Operate (ATO); coordinate with the OD ISSO; collect, collate, and maintain the relevant documents; coordinate meetings and documentation/information requests with the cybersecurity experts, developers, and the Assessors during the Assessment & Accreditation (A&A) Process; assist ONHM with compliance with FISMA, HHS, and NIH cybersecurity requirements.
  • Other IT duties, as needed (15% effort)- Training can be provided.
    • Help test and troubleshoot functions of redesigned website
    • Monitor functionality of current ONHM website throughout the redesign process, troubleshooting simple issues with IT support
    • Assist with
      • Posting and updating materials on current website, and preparing selected files for transfer to new website
      • Migration of ONHM digital assets for both webpage and DAMS, ensuring that individual assets remain intact, file optimization functions well, website functions run properly, search and loading times are acceptable, and ONHM mission can be fulfilled efficiently
      • Completing forms and documents required for move to public-access version of DAMS

General administrative duties (30% effort) - Responsible for program-side roles in procurement, space and renovation projects, travel and training, timekeeping, , personnel actions, and file maintenance, as required by OIR and ONHM. Since much of ONHM's work consists of projects, the incumbent must be flexible and willing to assist as needed.
  • ONHM supply, service, and equipment orders
    • Maintain ONHM ordering request list and track required approvals
    • Submit requisitions and supporting documentation in NPS and POTS
    • Physically receive deliveries, finding missing packages as necessary and reporting/reordering items not received
    • Promptly provide shipping lists and other required documents to OIR purchasing card holder
  • Contract support
    • Provide administrative support in developing and submitting required documents for letting, extending, and renewing contracts, to include creating and submitting requisitions in POTs
    • Once contracts are finalized, track invoicing and payment dates, benchmark dates, and Period of Performance
  • Travel and training
    • With ONHM Deputy Director, compile and maintain ONHM staff training and conference requests for review and approval by ONHM director or her designee; share and update planning lists with OIR administrative support as requested
    • Register ONHM staff for approved training and conferences as required
    • Work with ONHM staff and OIR travel coordinator to prepare travel arrangements, authorizations, and/or vouchers
    • Submit travel authorizations/vouchers and backup documents for AO approval
    • Ensure ONHM staff receive prompt notification of registration and travel arrangements
    • Troubleshoot administrative issues for ONHM travelers
  • Onboarding ONHM staff, special volunteers, detailees, interns, and Stetten fellows
    • Collect required forms and other documents and secure signatures as required
    • Forward signed forms to AO for processing
    • Track relevant dates and status to ensure that NED, NIH badges, NIH email accounts, and other required information are kept current; help troubleshoot issues as needed
    • Submit key requests as needed
    • Troubleshoot administrative issues
  • Space and equipment
    • Submit, track, and coordinate ONHM maintenance requests; meet workers and unlock doors as required
    • Compile equipment requests for office staff and volunteers, including IT requests such as laptops, printers, and monitors
    • Submit equipment and furniture requests once approved by ONHM director or her designee
    • Track all equipment issued to ONHM and respond to NIH inventory requests
    • Manage surplus process for ONHM IT equipment and furniture
    • As needed, compile lists of required renovations and furniture, obtain ONHM authorization, and submit to AO for review and processing.
    • Support Collections Manager in working with Gaithersburg warehouse staff to maintain environmental controls
  • ONHM Lectures and Symposia
    • Handle NIH arrangements (approvals, coordination with NIH-wide events)
    • Speaker relations: travel, needs on arrival, etc.
    • Advertisements (e.g., NIH events calendar, Catalyst, Record)
    • Coordinate room arrangements, including videocast
    • Coordination physical setup of lectures room(s) and reception area prior to event
    • Manage guest list and special arrangements for VIPs and other invited guests
    • Manage Q&A from offsite/online audience
  • Meeting Support
  • Organize ONHM meetings dates and arrangements (virtual platforms or in-person rooms), conduct attendance, and assist with minutes as needed.
  • Support ONHM staff in drafting policies and standard operating procedures; maintain file of approved final versions
  • Special Projects
  • With ONHM Deputy Director, set up and manage administrative elements of application and review processes for Stetten fellowships, including intake of applications (e.g., checking for applications for completeness, tracking receipt of supplementary materials such as referral letters and following up with applicants), routing of applications for assessment, and tracking and compilation of assessors' responses
  • Provide administrative support for other ONHM projects and exhibits, as required
Qualifications:
  • 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.
  • Able to perform administrative duties for executive management
  • Possesses advanced computer and internet research skills
  • Responsible for confidential and time-sensitive material
  • Prepares routine and advanced correspondence
  • Ability to work well with all levels of management and staff

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.