Administrative Assistant II (NIH general) (14)

BEI is looking to fill a contract position at the National Institute of Health in Bethesda, MD.

Database records retention, data quality assurance and data entry

• Travel planning, purchasing and property management
• Provide administrative, procedural, and informational resource assistance support to program staff and management by organizing, collecting, analyzing, and presenting information related to the current and future program/project workload.
• Assist with the coordination of program workflow and the coordination of various duties assigned to organization staff. The contractor assembles information in order to compile and prepare reports.
• Respond to inquiries concerning projects and activities. Research information requested and provide that information as required, maintain status of projects, and follows up on actions. Identify discrete steps of transaction processes or routine business practices that might be opportunities for applying standard quality improvement techniques.
• Develop routine plans or schedules using standard references and existing information. Based on defined objectives, determine specific steps, input required, and/or milestones. Identify schedule/time required, and estimates resources required.
• Support efforts to evaluate and improve the efficiency, effectiveness, and productivity of organizations and programs. Identify, analyze and recommend improvements and/or resolve problems to the work operations; research, compile and present data for required reports.
• Prepare correspondence, reports, graphs/charts, forms, and other office support materials using office automation equipment and appropriate software.
• Assist in administrative duties related to scheduling interviews, use of Doodle Poll, FedEx of letters, duplicates, collates, and scans documents. May photocopy large volumes of research material, correspondence, reports, and graphs.
• Maintain the calendar of DER senior staff and schedule appointments, without prior approval, based upon knowledge of the staff's workload and current issues of importance. Independently maintains theses appointment calendars and work schedules, using knowledge of prior commitments. Make all arrangements for meeting and conferences, including space, time, participants, and agenda.
• Process travel (Local, Domestic, and Foreign) arrangements in Concur Government Edition (CGE) Travel System for the office to include transportation, rental car, and hotel reservations. Prepare the travel authorizations and travel vouchers, to include obtaining the necessary approvals.
• Provide logistical support and coordination for scientific conferences, workshops, events, and site visits..
• Schedule meetings as requested and arrange for meeting facilities and equipment. Assemble read-ahead packets for the participants in meetings and provides information to the participants. (i.e, schedules, copies, notebooks, etc.).
• Support standard administrative, clerical and office procedures. Receive and screen phone calls and route to the appropriate staff as necessary. Receive and escort visitors to their destination. Provide basic information about the office in response to requests via phone or email or direct the inquiries to the appropriate staff. Handle, review, and distribute incoming and outgoing mail and faxes. Order, receive, and distribute or maintain supplies. Maintain office equipment's, correct minor malfunctions, and arrange for repairs as necessary.
• Handle a wide variety of administrative duties which may include, but are not limited to: preparing requisitions for the purchase of office supplies and miscellaneous items as necessary; maintaining various tracking systems and control files, as well as files that include confidential and sensitive information; and handling personnel-related matters as assigned.
• Interact with members of the staff, organization, and individuals outside of the agency ranging from other government agencies to the general public.
• Use computer databases and spreadsheet software, and performs database file searches using automated databases for correspondence, program information, calendars, travel, etc. Establishes and maintains databases for the program.
• Use advanced functions of one software application and various functions of more than one software application (such as Excel, Outlook, Access/database software, etc.). Draft and edit documents such as spreadsheets, correspondence, forms, and reports. Use software functions to produce a wide range of documents that require complex formats such as graphics or tables within text, to edit and reformat electronic drafts, and to update or revise existing database or spreadsheets.

QUALIFICATIONS:

· A minimum of a high school diploma, GED, is required and related work experience as noted in each Job Description.

· Strong communication skills, both oral and written

· Ability to transcribe and edit documents

· Analytic, organizational and time management skills

· Ability to work independently and in a collaborative team environment consisting of a diverse population