NEIHS Administrative Assistant

JOB DESCRIPTION:  

Allied Technologies and Consulting (ATC) is seeking an experienced Administrative Assistant, Level III, to support the National Institutes of Environmental Health Sciences (NIEHS). The candidate will provide advanced administrative and operational support to senior executive staff, supporting the overall objectives and ongoing programmatic needs of the NIH. This position is primarily located in Research Triangle Park, NC. Telework/remote work may be authorized as needed. 

DUTIES AND RESPONSIBILITIES:  

The successful candidate will be an organized, detail-oriented, proactive, and personable Administrative Assistant who will support NIEHS’s mission by performing the following duties: 

• Performs a variety of complex, specialized administrative support tasks on an ongoing and ad hoc basis.  
•  Prepares simple and complex travel arrangements using authorized travel system and procedures. Arranges details of conferences and meeting attendance.  
• Prepares travel authorizations using the travel system. Prepares and finalizes travel vouchers for traveler expenses. Contacts NIEHS staff to gather required information and serves as liaison to finalize travel arrangements for attending professionals.  
•  Contributes to maintaining complex schedules and calendars, establishes appointment priorities, schedules and reschedules appointments when required.  
•  Performs tasks to set up special events, including but not limited to researching requirements, reserving onsite event space, coordinating AV requirements with technical staff, and provides day-of onsite support for event management.  
•  Contributes to and assists with maintaining shared administrative team task tracking system.  
• Prepare reports, letters, agendas, handouts, background materials, and presentations as required, using Microsoft Teams and Office Applications (Word, Excel, PowerPoint) and Adobe Acrobat. 
• Coordinate meeting logistics, compile and distribute meeting materials in advance, and ensure timely staff participation. 
• Prepare, transmit, and maintain agendas, meeting minutes, and related correspondence for senior executive staff in a fast-paced environment with competing priorities. 
• Draft, proofread, edit, and format a wide variety of documents, including official memoranda, letters, reports, presentations, and standard operating procedures (SOPs). 
• Coordinate routing, approval, and dissemination of policies, correspondence, memoranda, and related documentation. 
• Coordinate and process office supply and equipment requests; oversee procurement tracking using proper systems. 
• Prepare and process travel requests and authorizations using travel systems; assist with official duty memoranda and invited guest procedures. Prepares and finalizes travel vouchers for traveler expenses. Contacts NIEHS staff to gather required information and serves as liaison to finalize travel arrangements for attending professionals. 
• Coordinate documentation and approvals for personnel actions including recruitment, appointments, reassignments, pay adjustments, extensions, separations, and training requests. 
• Develop, maintain, and update detailed tracking and reporting databases for personnel actions, budget, travel, project metrics, performance management, awards, and other office-wide functions. 
• Assemble and analyze sensitive information, background data, and materials to support decisions and respond to inquiries. 
• Organize and schedule meetings, workshops, seminars, ceremonies, and courses; reserve rooms, manage audiovisual/virtual connections (Zoom, WebEx), and coordinate communication with all participants. 
• Prepare and distribute presentations and read-ahead materials; provide logistical planning and support for special events and staff responses to data calls. 
• Performs tasks to set up special events, including but not limited to researching requirements, reserving onsite event space, coordinating AV requirements with technical staff, and provides day-of onsite support for event management. 
• Maintain and review SOPs and internal guidance documents; interpret and disseminate relevant federal and NIH-wide policy information. 
• Serve as a key resource to staff for policies, procedures, property management, and travel guidelines, keeping abreast of new developments. 
• Use of NIH or federal records management systems to ensure proper filing, retention, and retrieval of official records. 
• Evaluate office and program operations, anticipate and identify issues, and recommend/implement process improvements. 
• Collaborate with executive and divisional leadership to manage special crosscutting initiatives and task force groups, ensuring all administrative aspects are tracked and completed. 
• Prepare summaries, action item lists, letters, and presentations for special projects, and independently conduct supporting research as needed. 
• Act as focal point and initial contact for the Office; facilitate communication among staff to ensure efficient flow of critical information. 
• Fully comply with federal guidelines, including safeguarding Privacy Act-protected and procurement-sensitive information, and ensuring compliance with Homeland Security and NIEHS procedures. 

EDUCATION, SKILLS AND EXPERIENCE REQUIRED:  

• Bachelor’s Degree in Business Administration, Management, or a related field and four (4) years of relevant administrative experience; OR 
• Advanced computer and internet research skills; proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), Adobe PDF, and Office 365. 
• Demonstrated experience supporting executive and senior management in a federal or large organizational setting. 
• Excellent written and verbal communication skills, with proven ability to prepare, review, and edit professional documents for a variety of audiences. 
• Proven ability to manage multiple priorities, work independently and collaboratively, and maintain confidentiality with sensitive and time-sensitive information. 
• Skilled in developing and maintaining administrative databases and file tracking systems. 
• Experience with government records management systems (e.g., NIH Business System/Sunflower Property System, POTS) and government travel systems preferred. 
• Strong knowledge of and compliance with federal, HHS, and NIEHS administrative and property policies, procedures, and regulations. 
• Prior experience working in a scientific research, healthcare, or federal agency environment is highly desirable. 
• Non Sensitive (Requires Suitability Determination with a National Agency Check and Inquiry Investigation (NACI)). Contractor employees assigned to a Level 1 position are subject to a NACI. 
• US Citizen 
• Must be able to pass background check and drug testing 
• THIS IS A FEDERAL CONTRACT 

About Allied Technologies and Consulting  

Allied Technologies and Consulting, LLC is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.  

Equal Opportunity is the Law  
https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf  

Equal Opportunity is the Law Supplement  
https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf  

Pay Transparency Nondiscrimination Provision  
https://www.dol.gov/ofccp/pdf/pay-transp_unformattedESQA508c.pdf