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:

• Provides support for various procurement and administrative tasks.
  • Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms.
  • Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
  • Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.
  • Coordinate meetings, workshops and courses for staff; schedule conference rooms.
  • Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
  • Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
  • Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
  • Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
  • Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
• Acts as point of contact with management and administrative, budget and property management staff.
  • Develop, maintain and utilize various administrative databases.
  • Collaborate with HR, supervisors, and staff on workforce development, payroll and performance issues and employee actions.
  • Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Provides guidance to staff on Federal guidelines and procedures
  • Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
  • Set up and format spreadsheets to analyze information.
  • Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files.
• Prepares inventory and purchase requests and assists with property management.
  • Enter requests for office supplies using POTS.
  • Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements. 
  • Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
    Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests
• Coordinates with management on special projects.
  • Coordinate staff responses to data calls from the Office of the Director.
  • Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.
  • Coordinate all administrative aspects of special projects.
  • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
  • Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
• Researchers and proposes new administrative procedures.
  • Gather and analyze information about processes and programs.
  • Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
  • Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions.
• Other
  • Coordinate and maintain staff schedules, including making arrangements for all meetings, presentations and travel.
  • Prepare daily agenda and supporting materials.
  • Plan and coordinate travel arrangements and expense reimbursement.
  • Coordinate the establishment of executive coaching engagements for division staff, keep track of upcoming renewals and work with the NIH Training Center to initiate renewals as needed.. Serve as the main POC for the division’s current steering committee contracts: this includes working with the vendor to establish new steering committee contracts and keeping track of contract period of performance, initiating contract renewals for upcoming fiscal years per acquisition lead times, working with the vendor and NIDDK Purchasing Office to update documents as necessary, and maintaining knowledge of acquisition policies as they change. 
  • Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.
  • Prepare and route verbal and written correspondence with internal and external constituents on behalf of Director’s Office staff.
  • Serve as KUH liaison with NIDDK SCG Coordinator; coordinate KUH-hosted meetings funded through SCG contract; monitor compliance with policies and procedures for efficient spending plan.
  • Establish and maintain suspense tracking system for Director/Division on “taskers” to meet work deadlines.
  • Serve as point of contact for various position recruitments; organize and maintain applicant files; reply to applicants; plan and process travel and itinerary of interviews for candidates.
  • Work independently on various special projects and assignments; research and initiate actions pertaining to operational issues; keep track of project progress by maintaining spreadsheets and records, be able to provide management and staff with project updates as needed; coordinate proponents to research; resolve action processing issues. 
  • Coordinate and assist with divisional Performance Management Appraisal Program for all staff. Maintain comprehensive divisional records of all meetings, correspondence and personnel files. Inventory and prepare purchase requests for office supplies and equipment.

Qualifications:

• Bachelor’s degree in a related field is required.
• Four (4) years of specialized experience plus a high school diploma is equivalent to a Bachelor’s degree.
• Minimum of nine (9) years of related experience.
• Expertise in NIH travel, budgeting, purchasing, and personnel systems.
• Expertise in Microsoft Office, Outlook, and WebEx.

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.