To provide administrative support services and deliverables to IAMB laboratories within the National Institute of Neurological Disorders and Stroke (NINDS).

Duties and Responsibilities:

• Skill in establishing and maintaining effective working relationships with NIH and NINDS Administrative and program officials is required to serve as liaison for the Program.
• Responsible for confidential and time-sensitive material.
• Prepares routine and advanced correspondence.
• Knowledge of NIH personnel policies and procedures, including those related to a variety of employment mechanisms and affecting a broad range of personnel-related matters such as pay, leave, standards of conduct, merit promotion, VISAS, etc. Knowledge is applied to skill in the development or in the review of documentation of personnel requests, in advising program staff on personnel regulations, policies, and procedures, or on other personnel-related issues, and in advising applicants on employment and other opportunities within the Program.
• Experience with creating and dispersing surveys while analyzing the responses and presenting those to upper management.
• Maintain multiple Microsoft Outlook calendars.
• Website design and management preferred knowledge of HTML coding preferred.
• Knowledge and skill in using Federal regulations and agency policies governing local, domestic, sponsored, and foreign travel in order to prepare travel requests and other travel-related documents.
• Previous experience with working for the NIH Board of Scientific Counsel (BSC)
• Knowledge of NIH Administrative policies and procedures pertaining to a wide variety of Administrative functions.
• Sufficient knowledge of NIH policies governing technology transfer guidelines to prepare reports and to follow-up and advise on the status of applications.
• Knowledge of property management policies and practices. Skill in using associated automated initiatives.
• Knowledge of computerized systems, unique to NIH, for travel authorizations and vouchers, NBS stock orders, ITAS, POTS, SPARC, PAMS, NED, FPS II, etc.
• Knowledge and skills in using database information search techniques, retrieval methods, and information delivery systems to perform assignments involving the categorization, summarization, or location of scientific/management information and to obtain/retrieve and organize biomedical information using NIH databases such as PUBMED.
• Knowledge of NIH/NINDS automation initiatives and software programs to be utilized in the efficient management and tracking of office information.
• Knowledge in Administrative Tasks for Procurement Support Services such as preparing purchase requests for office supplies; preparing purchase requests for office equipment and services; answering questions and investigating discrepancies related to purchases; entering payment information into internal and external Administrative databases; and assisting with tracking and maintaining associated files related to purchases.
• Knowledge in completing Professional Service Orders (PSO) for professional speakers and seminars including creating schedules, reserving conference rooms, and arranging travel for the invited speakers.
• Knowledge of Shipping Biological Material protocol.
• Advanced skills in oral and written communications is necessary to fulfill the duties of this position.
• Past experience with coordinating and organizing prestigious meetings and gatherings.
• Ability to pay attention to detail minimizes errors and follows instructions precisely.
• Ability to work in a very busy and high-pressured office and follow through to ensure completion of work.
• Previous experience working as an executive assistant to high level employees
• Proven ability to review, interpret, and recommend changes to current business practices and policies
• Proven ability to run various report and manipulate data using Microsoft excel with the capability of displaying that data through charts, pivot tables, and other features for visual presentation
• Knowledge and skill in the use of microcomputers is required to perform the work and proficient knowledge of Windows and Microsoft Office programs, specifically Outlook, Word and Excel.
• Skill in creating and utilizing automated tracking/organizational tools.
• Scheduling/Calendar Maintenance Required.
• Data Entry Required.
• Interpersonal Skills Required.

Basic Qualifications:

• A minimum of a college degree and four (4) years of related work experience or a high school diploma and eight (8) years of related work experience
• Skilled in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook)
• Possess advanced computer and internet research skills

Minimum Qualifications:

• Microsoft SharePoint preferred
• Ability to perform Administrative duties for executive management
• Ability to work well with all levels of management and staff

• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.