Administrative Assistant IV - LTASC

Location: OD/DPCPSI/DO/ORIVA, 1 Center Drive Room 260, Bethesda, MD

Description: Hedgelan Consulting seeks a qualified and highly motivated professional to provide support services to satisfy the overall operational objectives of the Division of Program Coordination, Planning, and Strategic Initiatives (DPCPSI), Office of Research Innovation, Validation, and Application (ORIVA). The primary objective is to provide services and deliverables through performance of support services.

Minimum Education al/Experience Requirements:

• A minimum of a college degree and four (4) years of related work experience or a high school diploma or GED and eight (8) years of related work experience
• Ability to perform administrative duties for executive management
• Possess advanced computer and internet research skills
• Responsible for confidential and time-sensitive material
• Prepares routine and advanced correspondence
• Ability to work well with all levels of management and staff
• Preferred qualities of proposed personnel:
• Provides support for various 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 travel, outside activities Form 520, official duty memoranda, leave authorizations, training requests, individual mass mailings, correspondence, reports, and various forms.
• 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 appointments 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, Teams, 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.
• Knowledge of the National Institutes of Health (NIH) procurement policies and procedures.
• Knowledge of HHS and NIH travel regulations, policies, and procedures.
• 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
• Property Management Portal (NPMP), and NBS Concur Government Edition (CGE).

Roles and Responsibilities:

• Provides support for various 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 travel, outside activities Form 520, official duty memoranda, leave authorizations, training requests, individual mass mailings, correspondence, reports, and various forms.
• 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 appointments 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, Teams, 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…