Administrative Assistant II (OWS - NIAID), Rockville, MD

Job Title & Location

Administrative Assistant II (OWS - NIAID), Rockville, MD, United States

Office of Workplace Solutions, Office of Administrative Services, National Institute of Allergy and Infectious Diseases, 5601 Fishers Lane, Rockville, MD.

• Clearance Requirements: National Criminal Background Investigation with fingerprints.
• Type of Employment: Part‑time, 20 hours a week.
• Total Compensation: $27.00 per hour.
• Paid Time Off: Up to 80 hours per year, accumulating from the day of hire.
• Sick Leave: Up to 56 hours per year, accumulating from the day of hire.

The Administrative Assistant II will normally work Monday through Friday, 8:30 a.m. – 5:00 p.m., with a 30‑minute lunch, excluding Federal holidays. Telework/Remote Work hours will not exceed 20 hours per week and may be authorized as needed.

The Administrative Assistant II (Admin
2) will perform administrative and office support activities that require multitasking and assisting multiple NIH employees. This position requires advanced computer skills, including word processing, spreadsheet management, and advanced internet research. Duties include reviewing and disseminating memorandums to staff; conducting document control for routing through office; preparing purchase requests for small purchases; reviewing draft policies, standard operating procedures, and memorandums for grammar and format;

coordinating travel and submitting data into the NIH travel system; compiling equipment requirements for office staff (e.g., laptops, printers, monitors); preparing training requests; and preparing a matrix of office needs.

• Possession of a high school diploma and four (4) years of related work experience.
• Ability to multitask and perform more complex administrative tasks.
• Possession of advanced computer skills.
• Knowledge of personal computers and experience in using word‑processing, spreadsheets, and database software to enter and retrieve computerized data and prepare correspondence and reports.
• Ability to conduct computer searches for program‑related information.

• Coordinate day‑to‑day office operations and provide administrative support for the Office of Workplace Solutions Senior leadership, including scheduling, managing calendars, answering phones, organizing, prioritizing tasks, and responding to written communications.
• Assist with the preparation of documents, including travel, timekeeping, work orders, acquisitions, training, mobile device orders, telecommunication orders, etc., for assigned program areas for completeness and compliance with policies and procedures.
• Utilize NIH automated systems for processing administrative documents.
• Coordinate communications among staff to facilitate the efficient flow of information related to projects and program activities, including tracking and recording incoming and outgoing documents.
• Coordinate office‑related meetings, including preparing agendas and/or handouts, handling logistics, capturing meeting minutes, and following up on action items as requested.
• Prepare or provide program assistance with the preparation of routine procurement documents.
• Initiate orders for office supplies, equipment, and services; obtain quotes; write justifications; obtain clearances, etc.
• Review acquisition requests for proper documentation, justifications, quotes, etc., and compliance with policies and regulations.
• Research and track orders to ensure timely delivery.
• Assist in the resolution of unpaid invoices by researching missing and incomplete orders.
• Notate appropriate receiving information on invoice or requisition, maintain and distribute copies to the Administrative Officer (AO) or purchasing agent after receipt of goods and services.
• Enter the receipt of goods and services into the Administrative Management Budget Information System (AMBIS) within 7 days of the stamped receiving date.
• Coordinate with Administrative Officers and Technicians, program staff, and the Office of Cyber Infrastructure and Computational Biology for computer hardware, software, and peripheral procurement, and process all necessary procurement…