Senior Administrative Assistant, Level 3 3078

Senior Administrative Assistant, Level 3

TORP 3078

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: Senior Administrative Assistant, Level 3, 3078

ORGANIZATION: National Institute of Allergy and Infectious Diseases

DAIDS/TRP/OD

5601 Fishers Ln

Rockville, MD 20878

POSITION INFORMATION: Full-Time position will option for 5 years independently providing support services to satisfy the overall National Institute of Allergy and Infectious Diseases operational objectives. The primary objective is to provide services and deliverables through the performance of support services. Operational hours are 8:30 am -5:00 pm or 9:00 am – 5:30 pm. Work will be performed up to 40 hours per week during normal business hours, Monday-Friday, excluding Federal holidays.

SCOPE:

The Senior Administrative Assistant is expected to perform more complex administrative tasks and will typically be supporting senior-level staff. Advanced computer skills and internet research skills are required. The position requires the assistant to perform a variety of administrative functions such as creating and analyzing written documents for dissemination to leadership, compiling information for outside inquiries and reports, and developing and maintaining tracking tools to be used for reporting data. A high level of creativity is expected. Prior work in a scientific research environment for a large Federal agency, as well as a firm knowledge of business administration is desired. A college degree or a high school diploma and four (4) years of related work experience are required for this position.

• • 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.
  • Maintains TRP OD (i.e., Director, Deputy Director, Associate Director, Program Manager) calendars, actively understanding priorities and proactively resolves meeting conflicts. Receives meeting requests and schedules as appropriate.
  • Attend program and project meetings; prepare and distribute documents and reference materials for meetings that includes recording key minutes, discussion decisions, and action items from meetings organized by TRP OD as requested; and centrally stores documents.
  • Serves 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.
  • Keeps staff informed of pending issues, deadlines, and open action items involving TRP OD, internal and external stakeholders. Serve as the Point of Contact between TRP and other external stakeholders as requested.
  • Preparing travel authorizations for staff, preparing travel vouchers, travel orders, requests for travel advances, and other authorizations. Including completing all meeting registrations for TRP OD Staff.
  • Maintains an organized central document storage (e.g., SharePoint, NIH Box, etc.).
  • Draft TRP guidance documents for program operations as needed, Exhibits discretion in handling confidential information. Draft memos using content provided by TRP OD leadership.
  • Tracks office inventory and requests office items for purchase.
  • Develops 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 including 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:

• Advanced computer skills and internet research skills are required.
• Knowledge of grammar, spelling, punctuation, and required formats.
• Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.
• Ability to review and consistently apply guidance, policies, and regulations to create or review documents.
• Independently initiates, follows up, and completes work assignments on time
• Attend all assigned meetings and actively participate as appropriate
• Has an ability to synthesize and summarize complex ideas and concisely communicate both verbally and in writing

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
• Birthday of Martin Luther King Jr
• 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 HR@laredotechnical.com.

LTSi is an Equal Opportunity Employer