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Administrative Support Specialist II

1 month ago

Bethesda, United States PRIORITY ONE, INC. Full time

Provides organizational and administrative support as well as coordination and planning/scheduling of activities to the NICHD animal research program. Serves as the Office Administrator. Maintains performance levels consistent with and according to company standards for the LARC 1 contract at the National Institutes of Health. Requirements: Education: High School diploma or General Education Degree (GED) required. Experience: Two years of related work experience in an administrative role. Certification: AALAS not required, Valid Driver’s License required. Software Requirements: Familiarity with the applications of Microsoft Office, Word, PowerPoint, and Excel computer programs is required. Duties & Responsibilities: Maintain calendar, set up appointments, keep central calendar of key dates for group projects, and distribute related activities via email. Maintain the relevant email lists. Sort and distribute mail/packages. Preparation of shipping and Fed-Ex requests. Answer telephones, take complete messages, determine urgency of calls, locate/pages individuals, or refer callers to appropriate backup staff members. Arrange conference calls. Receive and announce visitors. Assist in connecting visitors to the appropriate party. Assist with staff communication. Perform data entry, including proficient work with Outlook email and calendars, databases, spreadsheets (Excel), word processing software (Word and FileMaker), and presentation preparation (PowerPoint, Adobe) in providing administrative support. Coordinate preparation of deliverable submission as delegated by the Project Managers/Operation Manager. File LARC 1 non-procurement paperwork. Ensure complete and updated specific files and protocols are maintained on file. File and route ASPs (electronic and hard copy) and ensure completion of review by relevant staff. Maintain an up-to-date list of users on AUR and DIR. Assist in property management of non-consumable equipment and supplies not included on the procurement ordering sheet. Assist with deliveries from off-site storage units and vendors. Generate meeting minutes and distribute to respective parties. Coordinate animal shipping and receiving requests. Perform light housekeeping of aquatic office, tech office, and storage areas as needed/requested. Review, comprehend, and comply with all SOPs and quality assurance standards pertaining to specific areas. Maintain contract-related items such as the photo board, level of effort tracking, overtime and supply logs, and other contract-related information. Maintain required attendance level and adherence to work schedule in accordance with required staffing levels to ensure that assigned duties are completed. Perform other duties as assigned. Maintain a positive work environment and positive attitude. Hours: Basic workweek of forty (40) hours per week with the start and end of the workday dependent on the contract requirements of the workplace. Routine work hours are between 7:00 am - 4:30 pm; hours are dictated by the institutional research schedule. Must be reliable in attendance. Overtime work may infrequently be required to accommodate client and research requirements. Environmental and Work Conditions: While performing the duties of this job, the employee will primarily be working with a computer and typing; will infrequently be exposed to aquatic laboratory animals of various species and may be exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, biohazard materials, and risk of electrical shock. The noise level in the work environment is usually minimal. Employee may infrequently be exposed to an environment at 82°F for short periods. May be required to drive customer vehicle for drop-offs and pickups on and off campus. #J-18808-Ljbffr