NIH LTASC 3228 - Administrative Assistant III

Role: Administrative Assistant III

Location: NIAID OWS Director Support, 5601 Fishers Lane, Rockville, MD

Description: Hedgelan Consulting seeks a qualified and highly motivated professional to provide comprehensive administrative, coordination, and operational support to the National Institute of Allergy and Infectious Disease Office of Workplace Solutions Director (NIAID OWS), to ensure efficient execution of facilities, logistics, and project management activities that support the institute's scientific mission.

Minimum Educational/Experience Requirements:

• A minimum of a high school diploma or GED is required four years of related work experience
• Ability to perform more complex administrative tasks
• Ability to support senior level staff
• Possess advanced computer skills
• Ability to perform a variety of administrative functions

o Knowledge of the National Institutes of Health (NIH) procurement policies and procedures.

o Knowledge of HHS and NIH travel regulations, policies, and procedures.

o Knowledge of computerized systems, unique to NIH, including NIH Fellowship Payment System (FPS), Purchasing On-Tracking System (POTS), Manuscript and Publication System (MAPS), NBS Sunflower (for Property Management), NIH

o Property Management Portal (NPMP), and NBS Concur Government Edition (CGE).

Roles and Responsibilities:

The following tasks are within the Labor Category Description for Admin Assistant. The Admin will have a wide range of responsibilities. The contractor shall:

Executive Calendar & Travel Management:

o Manage an extremely active calendar of appointments; complete expense reports;

compose and prepare correspondence that is sometimes confidential.

o Coordinate complex and detailed travel plans, itineraries, and agendas; and compile

documents for travel-related meetings.

Meeting & Project Coordination:

o Supports the Director in coordinating high-level meetings, such as the internal OWS All

Hands Meeting.

o Follows up on contacts made by the Director and supports the cultivation of ongoing

relationships.

Strategic Support:

o Assists the Director with daily administrative duties and completes a broad variety of

administrative tasks that include managing an active calendar of appointments.

o Successfully completes critical aspects of deliverables with a hands-on approach,

including drafting acknowledgement letters, personal correspondence, and other tasks

that facilitate the Director's ability to effectively lead the company.

o Serve as administrative liaison between the OWS Director, CORs, project managers,

contractors, and internal stakeholders.

o Support preparation of briefing materials and executive summaries for leadership.

o Support documentation and meeting coordination.

o Schedule and document meeting minutes; maintain action logs and decision trackers.

Workforce Time & Attendance (T&A):

o Serve as the primary Timekeeper for the Office of the Director using federal systems

(e.g., Integrated Time and Attendance System - ITAS).

o Monitor staff leave requests, certify bi-weekly timesheets, and ensure compliance with

NIH/HHS labor regulations and holiday schedules

Operational Hours: 8:00am – 5:00pm, Monday through Friday

Government-Furnished Equipment, Badge, Keys, and/or Facilities Provided:

• Laptop, NIH PIV badge, workstation, parking
• computer standard hardware