Administrative Assistant

3 weeks ago

Baltimore, United States Ardelle Associates Full time

Ardelle Associates is seeking an Administrative Assistant to support the National Institutes of Health (NIH) in Baltimore, MD. This is an opportunity for personnel with administrative experience to support the federal government in a scientific setting. Previous experience working at NIH is preferred.

This is full time contract (40 hours/wk) for a one-year contract. Scheduled hours are 0800am to 0430pm Monday to Friday.

This is primarily an in-person position and some telework may be available after initial

We need an administrative assistant with experience in processing personnel packages, agendas, travel, ordering, receiving,

DUTIES

· Conduct the administrative activities and/or functions necessary for the efficient and effective operation and productivity of the laboratories.

We need an administrative assistance with experience in processing personnel packages, agendas, travel, ordering, receiving,

  • Establish priorities for completing his/her office duties to meet time constraints.
  • Serve as first point of contact and support on a wide range of administrative tasks and as a resource on administrative and procedural matters relative to all lab staff.
  • Apply skill in analytical and evaluative techniques to identify, consider, and resolve issues or problems of a procedural or factual nature impacting administrative functions.
  • Arrange and manage domestic, foreign, sponsored, and local travel for staff including managing the labs' seminars, conferences, and professional meetings, which may involve making travel arrangements for the staff and visitors (i.e., lodging, transportation, and site management).
  • Use a variety of communication tools (telephones, voice mail and email), type memos, correspondence, manuscripts, etc., collect and distribute internal and external mail, and maintain office files, equipment, and supplies.
  • Prepare and submit purchase requests for supplies and services.
  • Assist in preparing/facilitating personnel packages, including but not limited to packages for Fellows and NIA IRP Summer Program packages.
  • Assist in setting-up seminars, including scheduling, preparing agenda, reserving conference room, and related duties for invited speakers/visiting professionals (including travel arrangements and honorarium fees).
  • Assist in Records Management duties.

QUALIFICATIONS

Required:

A minimum of a high school diploma, General Education Development (GED), is required and 2 years’ experience in an office setting

  • Ability to maintain confidentiality.
  • Strong interpersonal relations and good communication skills, both oral and written.
  • Strong clerical skills including typing and filing.
  • Ability to work in several, complex electronic data systems in order to enter and retrieve the information/data.
  • Must be capable of performing advanced computer skills with Microsoft Office Suite (Word, Outlook, and Excel).
  • Possesses attention to detail, good organizational skills, the ability to manage multiple tasks, and demonstrated problem solving skills
  • Demonstrate accurate recordkeeping.
  • Skill in establishing and maintaining effective working relationships with administrative and program officials is required to serve as liaison for the Program.
  • Ability to work in a very busy and high-pressured office and follow through to ensure completion of work.
  • Ability to work independently and in a collaborative team environment consisting of a diverse population.

Preferred Qualities:

  • Prior work in a scientific research environment desired.
  • Knowledge of the National Institutes of Health (NIH) procurement policies and procedures.
  • Knowledge of HHS and NIH travel regulations, policies and procedures.
  • Knowledge of computerized systems, unique to NIH, including NIH Fellowship Payment System (FPS), Purchasing On-Tracking System (POTS), Manuscript

Job Types: Full-time, Contract

Pay: $21.30 - $25.71 per hour

Benefits:


  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance


Schedule:


  • 8 hour shift
  • Day shift
  • Monday to Friday
  • No nights
  • No weekends


Ability to commute/relocate:


  • Baltimore, MD 21224: Reliably commute or planning to relocate before starting work (Required)


Application Question(s):


  • Do you have prior NIH experience?


Experience:


  • Administrative: 2 years (Preferred)


Work Location: In person

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