What are the responsibilities and job description for the Administrative Assistant position at Columbus Technologies?
Overview:
Columbus Technologies and Services Inc. is a strategic supplier and business partner to the federal government and its key suppliers. Through our partnership with the National Institutes of Health, Columbus offers administrative, IT, engineering, scientific, and healthcare professionals the opportunity to work with one of the most prestigious research organizations in the world. We are currently seeking an Administrative Assistant to work onsite with the National Institutes of Health in Bethesda, MD.
This is a long-term position which offers:
The US base salary for this full-time position is $30-40/hr benefits. Salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.
Responsibilities:
This requirement supports Project #107909 and provides essential program management and operational support to clinical research investigators conducting studies in infectious and neurological diseases. Due to the mission-critical nature of LCIM’s research portfolio, this support includes coordination of significant domestic and international travel, procurement actions, and complex administrative operations.
2. Scope of Work
3. Tasks and Requirements
3.1 Administrative Coordination and Documentation
3.2 Travel Management
3.3 Procurement and Property Management Support
3.4 Database and Records Management
3.5 Program Operations and Process Improvement
4. Deliverables
5. Performance Standards
Must be a US Citizen or Green Card Holder
W2 with full benefits
W2 with full benefits
Offer contingent on ability to successfully pass a background check and drug screen
Columbus Technologies and Services Inc. is a strategic supplier and business partner to the federal government and its key suppliers. Through our partnership with the National Institutes of Health, Columbus offers administrative, IT, engineering, scientific, and healthcare professionals the opportunity to work with one of the most prestigious research organizations in the world. We are currently seeking an Administrative Assistant to work onsite with the National Institutes of Health in Bethesda, MD.
This is a long-term position which offers:
- Competitive salary
- Tremendous growth opportunity
- Opportunity to work at NIH, the world's foremost medical research center
- Learn more about what Columbus can do for you at www.columbususa.com
The US base salary for this full-time position is $30-40/hr benefits. Salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training.
1. Background
The National Institute of Allergy and Infectious Diseases (NIAID), Laboratory of Clinical Immunology and Microbiology (LCIM), is at the forefront of the nation’s response to infectious and chronic immunological diseases. LCIM conducts critical research on the human immune system and its interaction with a broad range of pathogens, supporting clinical, animal, and basic science research programs.
This requirement supports Project #107909 and provides essential program management and operational support to clinical research investigators conducting studies in infectious and neurological diseases. Due to the mission-critical nature of LCIM’s research portfolio, this support includes coordination of significant domestic and international travel, procurement actions, and complex administrative operations.
2. Scope of Work
Provide comprehensive administrative, procurement, travel, and program management support services to ensure eficient laboratory operations and compliance with NIH, NIAID, and Federal policies and procedures.
3. Tasks and Requirements
3.1 Administrative Coordination and Documentation
- Coordinate preparation and submission of administrative documents including:
- Travel requests and authorizations
- Professional service orders
- Requests for Sponsored Travel (NIH Form 348)
- Outside Activities (NIH Form 520
- Official Duty Memoranda
- Leave authorizations
- Training requests
- Individual and mass mailings
- Correspondence, reports, and other required Federal forms
- Organize, coordinate, and administer administrative components of the assigned servicing area.
- Collaborate with program officials, administrative offices, budget staff, and property management personnel.
- Serve as a point of contact between management and administrative, budget, and property staff.
- Provide direct administrative, procedural, and informational resource support to laboratory staff.
- Coordinate workflow to ensure timely completion of program deliverables.
3.2 Travel Management
- Assemble and submit domestic and international official duty travel authorizations, orders, and vouchers for laboratory staff in accordance with NIH and NIAID policies.
- Ensure compliance with Federal Travel Regulations (FTR), NIH travel policies, and NIAID-specific guidance.
- Maintain documentation and tracking systems for travel actions.
- Monitor travel status and reconcile vouchers in a timely manner.
3.3 Procurement and Property Management Support
- Prepare and track purchase requests and procurement documentation.
- Maintain records related to office procurements and reimbursements.
- Assist with inventory management and property accountability.
- Coordinate with property management officials to ensure compliance with Federal property regulations.]
- Maintain spreadsheets and tracking systems for procurement and property actions.
3.4 Database and Records Management
- Develop, maintain, and update documentation, databases, and spreadsheets for:
- Personnel actions
- Budget tracking
- Travel activities
- Professional activities
- Project management tracking
- Maintain databases for tracking, analyzing, and reporting laboratory activities.
- Ensure accuracy, completeness, and compliance of all administrative records.
3.5 Program Operations and Process Improvement
- Provide guidance to laboratory staff regarding Federal guidelines and administrative procedures.
- Research and propose improvements to administrative procedures.
- Evaluate program operations through day-to-day observation and workflow analysis.
- Anticipate potential operational issues and identify ineficiencies.
- Develop and recommend practical solutions to improve program effectiveness and administrative efficiency.
- Coordinate special projects as assigned by management.
4. Deliverables
Provide the following deliverables:
- Completed and submitted travel authorizations and vouchers.
- Processed procurement and purchase requests.
- Updated and maintained administrative tracking databases.
- Inventory and property tracking documentation.
- Monthly or ad hoc activity reports (as requested by the Government).
- Written recommendations for administrative process improvements when applicable.
- Timely coordination and submission of required NIH forms (e.g., Forms 348 and 520).
5. Performance Standards
- All actions shall comply with NIH, NIAID, and Federal regulations and policies.
- Travel documents and procurement actions shall be submitted accurately and within required deadlines.
- Administrative tracking systems shall be current and audit-ready.
- Recommendations for process improvements shall be clear, feasible, and aligned with Federal guidelines.
- Maintain confidentiality of sensitive research, personnel, and operational information.
Requirements:
- Must be a US Citizen or Green Card Holder
- Bachelor's Degree with 5 years of relevant work experience
- Provide comprehensive administrative, procurement, travel, and program management support services to ensure efficient laboratory operations and compliance with NIH, NIAID, and Federal policies and procedures.
Salary : $30 - $40