Job Description:

Work products and documents related to updating and maintaining staff calendars; coordinating meetings, meeting materials, and parking stickers; scheduling conference rooms and audiovisual equipment. - Ad-Hoc

Work products and documents related to reviewing and tracking property; placing procurement orders; coordinating property activities; submitting Help Desk tickets. - Ad-Hoc

Work products and documents related to travel, preparing documents, including office correspondence, Standard Operating Procedures (SOPs), purchase requests and justifications; office supplies, and equipment inventory. - Ad-Hoc

Work products and documents related to the analysis of projects and associated work assignments; project plans and milestones; project deliverables and requirements; weekly accomplishments reports; lessons learned reports. - Ad-Hoc

Work Details:

Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members. 1

Process pre-travel, travel requests, authorizations, and vouchers in the DPCPSI Dashboard and CGE, as requested. 2

Ensure that staff attends meetings; coordinate all meeting materials and provide to the staff before the meeting. 3

Enter requests for office supplies using POTS. 4

Ensure that office policies and procedures are updated and posted on the intranet. 5

Provides support for various procurement and administrative tasks.

Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports, and various forms.

Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.

Ensure that room, WebEx, and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line is set up correctly and all materials are available for the meeting; make name badges, sign-in sheets, and other ways to account for attendance; take meeting notes and document major meeting findings or actions; provide meeting minutes within one week after the meeting occurs.

• Provide documents and other materials to the COR or Communications Director to ensure timely promotion and clearance of events; track delivery and clearance of materials.

Coordinates with and acts as a backup to other program support assistants.

Acts as point of contact with management and administrative, budget, and property management staff.

Act as a focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

Coordinate the day-to-day office operations, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks; respond to written communications.

Coordinate access to the conference room and scheduling.

Provide parking stickers for visitors as needed; track parking sticker use and reorder within the parameters decided by the IC as needed.

Serves as Liaison to ORWH or other NIH staff on various projects.

Identifies Leadership issues, concerns, and potential risks that may impact project progress, i.e., missed or delayed deadlines.

Submit Help Desk tickets as needed to remediate IT phone or other communications issues.

• Guide staff on Federal guidelines and procedures.

Provide information to program staff on policies and procedures for government travelers and guests.

Develops, maintains, and updates documentation, databases, and spreadsheets for personnel, budget, and travel actions.

Maintain the office shared drive and common office calendars.

Maintain files according to the ORWH internal policies and principles.

Create spreadsheets, word documents, slides, and other documents for the office.

Update and maintain the emergency contact information and staff listing; ensure that office phone trees are up-to-date and accurate and make updates to reflect the arrival/departure of staff

Prepares inventory and purchase requests and assists with property management.

• Served as property custodian to staff for Division; issued annual personal property passes; maintained and tracked all property in the assigned office.

Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.

Prepare and track requests and justifications for the purchase of materials, supplies, and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.

Coordinate equipment maintenance; ensure that all commonly used machines (i.e., printers, scanners) are in working order and supplied with paper and toner.

Ensure that all shared office space and equipment (i.e., copier, conference room, supply room, etc.) are in working order to meet daily business needs.

Coordinates with management on special projects.

Ensure successful execution of projects and provide updates on project progress to Leadership; ensure that projects stay on task and reach their goals and objectives.

• Develop detailed project plan(s) and apply project management principles to implement projects.

Serves as Liaison to ORWH or other NIH staff on various projects.

Researchers and proposes new administrative procedures.

Draft lessons learned reports, as requested, to document successful experience and practice of the project.

Minimum Education:

Bachelor's

Certifications & Licenses:

Certified Administrative Professional

Field of Study:

General Business

Software:

SharePoint

MS Office

Concur

WebEx

Skills:

Social Media, knowledge of the Federal Travel Regulation

Meeting minutes/summary reports

Executive level support

Meeting coordination

Travel planning

Calendaring

Job Type: Contract

Salary: $13.94 - $23.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)
• Administrative: 1 year (Required)
• Calendar: 1 year (Required)
• Appointment scheduling: 1 year (Required)
• Bioscience: 1 year (Required)
• Biotechnology: 1 year (Required)
• Pharma: 1 year (Required)
• Biomed: 1 year (Required)

Ability to Commute:

• Rockville, MD 20852 (Required)

Ability to Relocate:

• Rockville, MD 20852: Relocate before starting work (Required)

Work Location: In person