Administrative Support Specialist ; NIH​/NEI, Bethesda, MD

Under the direction of the Administrative Support Specialist III, the Administrative Support Specialist I provides comprehensive administrative and operational support to Building 49 Central Animal Facility (CAF). This position requires demonstrated proficiency in Windows-based software applications including Microsoft Word, Excel, PowerPoint, Access, and Outlook..

• Provide front office coverage as needed.
• Maintain and update facility phone lists, Manager-on-Call lists, and Vet-on-Call lists.
• Process and maintain Employee Picture PowerPoint files.
• Scan and maintain monthly binders, absentee logs, and any other deliverables.
• Request and coordinate IT support services.
  • Printer and Cisco phone Installation
  • New User account setups
  • Mobile Iron Account request and installation
  • iCloud Accounts ~ internally managed
  • iPad tracking and distribution

• Maintain the CAF Emergency Response and Preparedness Binder (Red Binder).

• Research and obtain vendor quotes.
• Statements of Work (SOW),
• Sole Source Justification
• Justification and Approval – Simplified Acquisition
• Prepare procurement packets for Task Order Project Officer approval.
• Process and reconcile purchase orders for facility supplies, equipment, and PM agreements.
• Maintain procurement tracking logs, expenditure databases, delivery schedules, and due dates.
• Track toner usage for copiers, printers, and fax machines.
• Maintain inventory of:
  • Office supplies
  • Small Animal break room cabinets
  • B1W28 and Conference Room cabinets
  • 6th Floor storage

• Operate and maintain Avidity controlled access and PIV cardkey systems.
• Troubleshoot access issues.
• Conduct biannual access reviews and maintain access records (April and September) Submit reviews to management for tracking
• Maintain SharePoint tracking system for investigator training compliance.

• Create, update, and distribute facility forms and signage (Government review procedures required).
• Prepare blank feed, fruit, and turbo filter cards.
• Maintain form and signage inventory and distribution.

• Perform additional duties as assigned to support CAF operations.
• Assist with weekend coverage during staffing shortages when required.

Basic work week of forty (40) hours per week. Work schedule is dependent upon contract and institutional requirements. Weekend and holiday work may be required. Reliable attendance is essential to ensure uninterrupted facility operations and animal care support. May be subject to call-in for emergency situations.

Activity
Not Applicable
Occasionally
Often

Climbing X

Stooping X

Kneeling X

Reaching X

Standing X

Sitting X

Walking X

Pushing X

Pulling X

Talking X

Hearing X

Light work; lifting to 50 pounds occasionally; repetitive lifting/manipulation of up to 10 pounds; ability to apply up to 10 pounds of force constantly to move or roll objects.

Work is primarily performed in environmentally controlled office settings; however, duties may also require entry into vivarium, barrier facilities, surgical suites, and cage wash areas. Exposure to hot and humid conditions, odors, aerosols, dust, animal dander, and noise may occur. Appropriate personal protective equipment (PPE) may be required