DescriptionADMINISTRATIVE ASSISTANT, LEVEL 2 3100

ADMINISTRATIVE ASSISTANT, LEVEL 2

(TORP 3100)

ABOUT US:

Laredo Technical Services, Inc. provides staffing services to federal Government agencies all over the world. LTSI connects the right people to the right opportunity. 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, LEVEL 2 (TORP 3100)

GOVERNMENT AGENCY & LOCATION: National Institute of Allergy and Infectious Diseases (NIAID)

DAIDS/Office of Clinical Site Oversight

5601 Fishers Ln

Rockville, MD 20852

POSITION INFORMATION: This will be a full-time position with normal hours of operation from 8:30 am -5:00 pm or 9:00 am – 5:30 pm. Work will be performed 40 hours per week during normal business hours, Monday-Friday, excluding Federal holidays. The candidate will independently provide support services to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases, Division of AIDS, Office of Clinical Site Oversight. The primary objective is to provide services and deliverables through the performance of support services.

RESPONSIBILITIES:

• Respond to requests from senior officials and staff in the office for information from multiple sources. Coordinate and assemble data to respond to inquiries from senior management.
• Receive meeting requests and schedules as appropriate, actively understand priorities and proactively resolve meeting conflicts.
• Attend program and project meetings; prepare and distribute documents and reference materials for meetings that include recording key minutes, discussion decisions, and action items from meetings organized by OCSO OD as requested; and centrally store documents.
• Serve as point of contact for information requests and data calls coming from external stakeholders (e.g., DAIDS OD, NIAID OD, NIH OD, etc.).
• Assist the AOs (and program manager as appropriate) in the formulation and development of budget estimates and reports, with emphasis on paying attention to details to assist with monitoring the use and rate of expenditures of program budgets.
• Coordinate the logistics of meetings, schedule conference rooms, ensure audiovisual support, make, and distribute copies, etc. Record and report action items and centrally store documents.
• Keep staff informed of pending issues, deadlines, and open action items involving OCSO OD, internal and external stakeholders. Serve as the Point of Contact between OCSO and other external stakeholders as requested.
• Prepare travel authorizations for staff, prepare travel vouchers, travel orders, requests for travel advances, and other authorizations, which includes completing all meeting registrations for OCSO OD Staff.
• Maintain an organized central document storage (e.g., SharePoint, NIH Box, etc.)
• Draft OCSO guidance documents for program operations as needed, Exhibit discretion in handling confidential information. Draft memos using content provided by OCSO OD leadership.
• Track office inventory and requests office items for purchase.
• Develop efficient and innovative ways to overcome challenges including incorporating new ideas and concepts presented by others when appropriate.
• Use various software applications such as word processing, spreadsheets, and databases. Retrieve data from various databases in conjunction with assignments; Independently format PowerPoint presentations and other written documents, merge documents with track changes in Word, and collate information included on excel spreadsheets.
• Create documents for staff and review documents for grammar, punctuation, and other errors.
• Prepare many varied documents and assure adherence to practices and procedures, completeness of documentation and program format. Some of these include purchase requests, meeting notes, travel vouchers, training requests, etc.
• Assist in the collection, compilation, and distribution of relevant scientific literature.
• Perform other administrative support tasks as assigned.

QUALIFICATIONS:

• • Candidates must have a high school diploma and two (2) years of related work experience performing administrative work.
  • Advanced computer skills and internet research skills are required.
  • Knowledge of grammar, spelling, punctuation, and proper formatting for multiple documents/platforms.
  • Knowledge of file management concepts to establish and maintain physical and electronic records, to research and address questions and assist staff.
  • Ability to review and consistently apply guidance, policies, and regulations to create or review administrative documents.

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.