Executive Administrative Assistant; Level 3

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

This position is on Telework 3-4 days and in office 1-2 days.

Provide support for various procurement and administrative tasks.

• Manage senior executive staff schedules, keeping them informed and aware of changes in a fast-paced environment frequently involving competing priorities. Coordinate/compile all meeting materials and provide to staff in advance of meetings and ensure that staff attend meetings on time.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel Form 348, outside activities Form 520, official duty memoranda, leave authorizations, training requests, individual mass mailings, correspondence, reports and various forms

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization

• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow

• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures

• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment appointment of professional, technical, and support staff, renewal extension of appointments, reassignments, pay increases adjustments, separation termination, etc.

• Coordinate meetings, workshops and courses for staff; schedule conference rooms, and prepare and/or collect/compile materials for presentations, meetings, conferences, and ceremonies.

• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, Zoom, Web Ex, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.

• Update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.

• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff

• Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc

Act as point of contact with management and administrative, budget and property management staff.

• Develop, maintain and utilize various administrative databases and extract data and reports from various NIH system, e.g., Query, View, and Report (QVR) or other systems

• Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment

• Serve as liaison between Deputy Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information

• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities

Provide guidance to staff on Federal guidelines and procedures.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization

• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.

• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs

• Provide information to program staff on policies and procedures for government travelers and invited guests

• Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items

• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies

• Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions

Develop, maintain and update documentation, databases and spreadsheets for personnel, budget and travel actions.

• Set-up and format spreadsheets to analyze information

• Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files

• Assemble and summarize data, background information and other materials from source materials or automated systems

• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management

• Maintain contacts database; update maintain calendars and shared calendars…