Position Objective: Provide services as an Executive Assistant (Nursing Dept) in support of the overall functions of the Clinical Center (CC) within the National Institutes of Health (NIH). Time keeping for a large staff. Also, will be responsible for documents to hire staff and do documents for schedule changes, POTS and the ordering of supplies for the Unit's you are tasked too. Precise work and detail as this job will interface with the Nurse manager and staff. Important to maintain privacy and confidentiality of staff information.

Duties and Responsibilities:

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.
• Schedule and maintain tracking system for all activities. 5
• Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken. 4
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
• Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature. Prepare agendas, handouts and background materials.
• Develop, maintain and update spreadsheets for personnel, budget and travel actions.
• Develop and manage databases as needed to track protocol metadata and quality control checks.
• Maintain office records including office procurements and reimbursement procedures. 2
• Oversee inventory of office supplies. 1
• Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner. 3
• Accurate keeping of timekeeping, Maintain excel of pay discrepancies. Maintain excel of unit purchases, and track delivery. Provide updates to the unit manager, FTL or other designee. Give back feedback relating to the time cards. Will review every week ITAS of each employee to ensure accuracy . Review weekly hiring packets, and other documents that needed to be given weekly with FTL or other designee. - Weekly

Basic Qualifications:

• Associate’s degree in nursing or a related field.
• Skilled in SharePoint, MS Office, WebEx, and ITAS.
• Experienced in expense reconciliation, project management/planning, timekeeping, fellowship program management, website content management, meeting coordination, travel planning, and data analysis.

Minimum Qualifications:

• Ability to multi-task and pay close attention to detail.
• Excellent analytical, organizational and time management skills.
• Strong communication skills, both oral and written.

*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.

GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

This position is contingent upon contract award.