STAFF ASSISTANT

Utilize your experience in administrative management to help us solve thisand other public health issuesby joining the Office of Education (OE) within the Division of Intramural Research (DIR) within the National Heart, Lung, and Blood Institute (NHLBI) at the National Institutes of Health (NIH)!

The Office of Education provides intramural research training for high school students, college students, graduate and medical students, postdoctoral fellows, and clinical fellows within NHLBI in Bethesda, MD, and Framingham, MA.

The Office provides mechanisms for trainees to learn each of the skills required for success in their chosen field.

All About You

You are a diplomatic leader who successfully navigates historical processes while still feeling confident using good judgment to make positive decisions that differ from the past.

You flourish with collaboration, communication, and within a team, even under limited supervision.

You are a seasoned project manager and relationship-builder, able to balance organizational requirements with the individual needs of a group.

You function well under pressure and can adeptly navigate tough timelines, bold

personalities, and critical situations with resiliency and positivity.

You are a self-starter and initiative-taker who takes on tasks without being asked and is comfortable taking on new projects and the unknown.

You have a wealth of administrative skills : you are organized, collected, and excel at prioritizing challenging and changing deadlines.

About the Position

We are looking for a dynamic team member with a collaborative approach to help support the day-to-day operations in the OE.

To do so, you will :

Support in the overall administrative support services for the OE.

Attend various meetings, take notes and follow through on action items.

Schedule and coordinate staff and team meetings; prepare agendas and issue briefs; and assist on special projects; maintain accurate log of action items and deliverables.

Manage fellows database for all NHLBI fellows.

Oversee listserv management; identify protocols and procedures for e-mail listservs.

Support training programs as necessary; coordinate on-boarding process, including orientation invites, and follow up resources, scheduling and attending events and tracking attendance, and setting up hybrid meetings.

Monitor and track application portal (open to close) for multiple training programs.

Support in modernizing the OE to keep current with advances in technology and business solutions; identify ways to streamline processes.

Assist the Director in managing program operations- calendars, agendas, and scheduling.

Create, develop, and maintain database / files of office operating procedures and protocols.

Compose and edit standard program correspondence and surveys (emails, memos, letters).

Manage and coordinate logistics, marketing, event announcement, and recruitment; ensure details and timelines are communicated;

deadlines are met; provide closeout reports.

Provide support related to outreach activities and programs; schedule appointments; arrange speakers and meeting details; send out invitations.

Establish and / or maintain appropriate files.

Submit procurement requests through POTs; provide all required documents and justification for requests; submit receiving.

Coordinate registration, travel, and attendance for domestic conferences and outside speakers.

Maintain current knowledge of NIH privacy policies and data security; remain current on all NIH policies, procedures, and regulations.

Assist in design and editing of website; ensure accurate, up-to-date information is displayed; coordinate with appropriate NIH IT teams as necessary.

Oversee the development of program brochures, flyers, booklets, and binders.

Able to adapt quickly and provide support to team members; takes initiative in identifying solutions to keep projects moving forward.

Required Skills / Background :

Required : No less than 3 years of professional experience, administrative experience preferred.

Required : BS or BA degree in any field.

Ability to prioritize tasks and manage time effectively to ensure all tasks are completed on time.

Excellent attention to detail, including providing feedback on work products, following through on multi-step processes, taking accurate notes and tracking follow-up action items.

Takes initiative in following through on tasks and proposing new solutions to streamline processes.

Assertive and respectful personality with a high level of social skills in order to deal effectively and persuasively with all levels of an organization.

Ability to multitask in a dynamic work environment and prioritize competing deadlines.

Successfully juggles multiple projects and competing priorities.

Excellent organizational and communication skills (both written and verbal).

Maintains a positive attitude and contributes to ensuring that all fellows have an excellent training experience at NHLBI.

Ability to fully support branch operations in a hybrid work environment.

Proficient in Microsoft Office applications.

Details :

The role is located on the main NIH campus in Bethesda, Maryland and is bus / bicycle / metro accessible. Some additional details are :

Employment type : contract, full-time. Please note, you will be employed by a contracting company, but will be directly supporting the Office of Education (OE).

This position has the opportunity for telework, however, requires at least 3 days a week in-person, plus additional in-person meetings and events as necessary.

Salary range : $82,764-85,522 / year (commensurate with education and experience).

Benefits : health, dental, and 401(k) benefits available.

Work alongside a supportive and innovative leadership team and colleagues within organizational systems that strive toward being a learning organization.

We strongly encourage applications from Black, Indigenous, and People of Color (BIPOC), people who identify as LGBTQIA and non-binary, people living with disabilities, and people from marginalized communities.

We are happy to talk further about steps weve taken to integrate Equity, Diversity, and Inclusion values into our workplace.

Last updated : 2024-04-23