What are the responsibilities and job description for the Administrative Associate II/ Front Desk Associate position at Foundation for Advanced Education in the Sciences, Inc.?
Company Overview:
The Foundation for Advanced Education in the Sciences (FAES), Inc., is an entrepreneurial non‐profit organization, located at the National Institutes of Health (NIH) in Bethesda, Maryland, which conducts advanced educational programs and activities to promote the productivity and attractiveness of professional life on the NIH campuses. FAES programs complement NIH's work in accomplishing its mission of research and training in the biomedical sciences, and FAES seeks to continue to create and sustain cutting‐edge programming in all operational areas. We provide full‐ service event and conference management services and limited housing for the NIH community and affiliated organizations.
Position Description:
The Administrative Associate II/ Front Desk Associate
The Administrative Associate serves as the 'face' of the organization and must possess strong interpersonal skills. We take pride in delivering excellent customer care, and this role is crucial in ensuring that customers and guests have a positive first impression. The position involves providing front desk reception, guiding customers and visitors, and serving as an informational resource for all departments. The Administrative Associate is expected to have a positive attitude, be self‐motivated, effectively manage multiple tasks, and thrive in a dynamic, deadline‐driven environment. This role requires the ability to interact professionally with staff, management, and both internal and external customers, using tact, courtesy, and discretion. The Administrative Associate will engage with a diverse group of important internal visitors and callers, as well as external contacts at all levels of the organization.
Workdays/hours: The schedule will be onsite from Monday to Thursday, with telework on Friday. Staff may be required to come in on Fridays if necessary.
Responsibilities:
• Deliver excellent customer service and direct walk‐in client inquiries to the appropriate department.
• Administrative support, handle paperwork, file documents, prepare reports, and manage correspondence.
• Assist in the onboarding process for new employees and temporary staff.
• Manage the front desk, which includes greeting visitors, answering phone calls, monitoring the voice mailbox, responding to email inquiries, and ensuring all office‐related company policies are followed.
• Receive office deliveries, collect mail, and prepare any outgoing mail. Distribute all mail received to the appropriate person and/or department.
• Coordinate events, meetings, educational, and networking activities in conjunction with other departments and special events sponsored by FAES by managing room reservations, reserving meeting spaces, coordinating catering services, fulfilling supply needs, invitations, site selection, confirming attendance, tracking event data, and other related details.
• Schedule, organize, and assist with the planning and coordination of internal staff meetings and other functions.
• Oversee use of the FAES flex space and restock supplies monthly.
• Ensure operation of office equipment, and maintenance, when necessary, troubleshoot if needed.
• Order and maintain inventory of office, breakroom, and mailroom supplies.
• Support marketing efforts and programs that serve the biomedical science community at NIH.
• Maintain Organizational Calendar
• Serve as liaison to NIH building management and FAES‐approved vendors.
• Provide administrative support to the Executive Office and other departments as needed.
• Create ticket requests for maintenance, housekeeping, and IT services, and ensure that they are resolved in a timely manner.
• Other duties as assigned.
Qualifications:
• Bachelor's degree preferred or equivalent work experience
• Minimum of 2‐3 years of progressively responsible administrative and front desk experience is required
• Must be highly organized, efficient, professional, mature, able to adapt readily, and multitask
• Excellent communication and interpersonal skills
• Great attention to detail and strong written and verbal communication skills are required;
recent writing sample required
• Must be able to interact with a diverse population of staff, students, faculty, patients, and board members, including high profile visitors.
• Ability to work in a fast‐paced environment and manage competing priorities
• Motivated individual and strong team player
• Solid Proficiency and experience in Microsoft Office 365 (Word, Excel, PowerPoint, etc.) and Adobe Acrobat, Microsoft Teams, and Zoom.
• Must be able to pass an NIH background check to be employed at FAES
Physical Activity Requirements:
Must possess mobility to work in an office setting and to use standard office equipment, including a computer, stamina to maintain attention to detail despite interruptions, strength to lift and carry boxes weighing up to twenty‐five (25) pounds, and be seated for extended periods. This position is considered sedentary but will involve walking and standing for brief periods on a daily.
Benefits:
We have exceptional full-time benefits, including 100% FAES paid premium for health, vision, and dental insurance for individuals and families, generous educational and professional development support, observance of all federal holidays, and a wonderful work environment.
FAES is an Equal Opportunity Employer.
FAES provides equal employment opportunity for all applicants and employees. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, gender, gender identity, marital status, age, disability, veteran status, sexual orientation, national origin, or any other category protected by applicable federal and state law, or local ordinance. FAES also makes reasonable accommodations for disabled applicants and employees.
