ADMINISTRATIVE ASSISTANT 2

TORP 3178

ABOUT US:

Laredo Technical Services, Inc. provides staffing services to federal Government agencies all over the world. LTSI connects the right opportunity to the right people. With our experience in placing our Team Members throughout the United States and overseas, we excel at providing experienced, professional personnel for a wide range of Professional and Office Administration as well as Medical services. Our goal is to provide the highest quality of professionals in the industry.

LTSI’s culture delivers a strong work ethic while going above and beyond with a sense of urgency. We are the employee-driven company. We strive for excellence every day, which is what sets us apart from all the other government contractors. Our strong work ethic, sense of urgency and commitment to going above and beyond for our clients is what we value most!

As a Certified Service-Disabled Veteran Owned Small Business (SDVOSB) Minority Business Enterprise (MBE) that provides a broad range of administrative, project management, and medical staffing support services, we are also honored to be a Member of the Military Spouse Employment Partnership (MSEP), and we encourage military spouses to apply for any of our positions for which they feel they are qualified.

JOB TITLE: Administrative Assistant 2

GOVERNMENT AGENCY & LOCATION: NIH

Office of Clinical Research

Training and Medical Education

10 Center Drive, Building 10

Bethesda, MD 20892

POSITION INFORMATION: This will be a Full-time position that will independently provide support services to satisfy the overall operational objectives of the NIH Clinical Center. The primary objective is to provide services and deliverables through performance of support services. Work hours between 8 am to 4:30 pm. The work week would not exceed 40 hours. Monday through Friday, excluding Federal Holidays.

RESPONSIBILITIES:

Independently work with staff to provide administrative and logistical support for on campus student housing for the Medical Research Scholars Program (MRSP).

The following tasks are within the Labor Category Description for the Administrative Level II.

Administrative Assistant II employees must perform the following duties:

Communication and Support for Participants in the Medical Research Scholars (MRSP) Program

• Organization of the move in and move out process for incoming and outgoing MRSP participants

• Assigns apartments for participants residing in NIH Building 60 apartments based on arrival dates and type of apartment
• Develops schedule for arrivals and departures
• Review and update housing agreement for MRSP participants

• Develops communication strategies to effectively and efficiently provide regular updates to scholars related to repairs, inspections, evacuation and fire drills, pest management, smoke detector tests, building feasibility studies

Building 60 Apartment and Maintenance Oversite

• Review both the MRSP maintenance SharePoint site and ORF maintenance dashboard to ensure all reported maintenance issue by MRSP participants are dictated in the ORF maintenance dashboard
• Ensure MRSP maintenance SharePoint site is up to date with status of maintenance repairs
• Maintain and organize all apartment data, including but not limited to: types of appliances, square footage of each apartment, furniture
• Perform apartment walkthroughs prior to MRSP participant arrival to identify any malfunctioning appliances and/or needed repairs related to furniture, appliances, carpeting, flooring, doors, locks, keys, plumbing and electrical outlets
• Perform apartment walkthroughs at the time of MRSP participant departure to ensure participants have maintained apartments in accordance with the housing agreement
• Coordinate with Pest Management to resolve any insect or rodent issues reported by MRSP participants
• Schedule and maintain housekeeping services performed by cleaning company.

• Develop documents, spreadsheets, and other work products related to overall administrative support for Building 60

Serves as Liaison between Office of Research Facilities (ORF), MRSP Administrator(s), and MRSP Participants

• Meet with ORF representatives regularly review, evaluate and develop effective processes to ensure timely completion of maintenance repairs and response to emergent situations
• Coordinate with ORF for apartment and program MRSP common area maintenance repairs, pest inspections, etc.
• Provides regular updates to MRSP Administrator(s) regarding any housing related concerns
• Reports any communication difficulty between MRSP participants and/or ORF
• Notify MRSP Administrator(s) of any emergent maintenance issues within Building 60
• Communicate with MRSP Administrator(s) to share daily summary of housing and maintenance tasks

QUALIFICATIONS:

Admin 2 performs administrative and office support activities that require an ability to multi-task and assist multiple NIH employees and NIH trainees at once. More advanced computer skills are required as the assistant will be required to perform word processing, spreadsheet management, and conduct more advanced internet research. Also, reviewing and disseminating memorandums to staff and trainees; conducting documents control for routing through office; preparing standard operating procedures, utilizing NIH tracking systems; Staff in this category must have a minimum of an Associate’s degree and two (2) years of related work experience.

Evidence of excellent customer service is critical to the mission of the CC and the success of the employee in this position. The contractor shall provide customer service that is evaluated on the following outcomes:

• Pleasant greeter and proactive offering of assistance as the consistent approach (in person & on phone).
• Proactive in keeping customers informed by giving timely and appropriate feedback (inform and update patients about delays).
• Customers perceive they have been cared for as a result of interactions.
• In public eye at all times requires managing self professionally, even when not engaged with customer.
• Voice tone is perceived to be calm and actions observed to be appropriate when the customer escalates, focus is on solving the problem not blaming the person.
• A positive impression is consistently created for customers; as evaluated by reports to supervisor from customers and other stakeholders.

Appropriate office attire is required for all contractor staff working at the Clinical Center; no jeans, tee shirts, or recreational clothing allowed. Tattoos with profanity and/or offensive images shall be covered. An NIH Identification badge with name and picture of employee must be worn and visible at all times. Due to the nature of patient illnesses, employees should not wear heavy perfumes or body lotions.

Must be fluent in English.

POSITION TIMING: Upon Contract Award

BENEFITS:Health, Dental, and Vision, 401(k), Vacation, Sick Leave, and 11 Paid Federal Holidays including:

• New Year’s Day
• Martin Luther King, Jr. Day
• Presidents Birthday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Columbus Day
• Veterans Day
• Thanksgiving Day
• Christmas Day

This is an overview of the position. For a complete Job Description, please send a request to dana@laredotechnical.com.

Laredo Technical Services, Inc. (LTSi) provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or status as a veteran in accordance with applicable federal laws. LTSi also complies with applicable state and local laws governing nondiscrimination in employment in every location its employees are working. This policy applies to all terms and conditions of employment, including, but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. LTSi is an Equal Opportunity/Affirmative Action Employer.