Sr. Administrative Assistant Iii (27458

Job Details

Job Location:

National Institute of Allergy and Infection Diseases (NIAID) - Rockville, MD 20852

Position Type:
Full Time

Education Level: High School

Salary Range: $26.00 - $28.00 Hourly

Travel Percentage:
None

Job Shift: Day

Job Category:
Admin - Clerical

Title:

Sr. Administrative Assistant III

National Institute of Allergy and Infection Diseases (NIAID)

5601 Fishers Lane, Rockville, MD 20892

9000 Rockville Pike, Bethesda, MD 20892

Under this task order, the candidate will independently provide support services to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases. The primary objective is to provide services and deliverables through performance of support services. This position will report on-site, with the ability to do ad hoc telework as determined by program needs.

• Assist a team of Administrative Officers (AOs) in providing day-to-day oversight of administrative activities, including personnel, travel, procurement, property, training, and budget.
• Coordinate and track administrative transactions as documentation flows through the office in both electronic and paper formats.
• Maintain logs, reports, and tracking systems to monitor administrative actions and ensure timely follow-up and completion.
• Respond to requests from senior officials and staff by researching, compiling, and assembling information from multiple sources.
• Communicate effectively with staff and management regarding the status of administrative actions, deadlines, and required documentation.
• Assist administrative AOs in the formulation and development of budget estimates and reports. Identify, compile, verify, and organize detailed budgetary data related to multiple accounts, object classes, and line items. Support monitoring of expenditures and assist in tracking the use and rate of program funds.
• Generate and enter purchase requests for purchases of supplies, equipment, and services, and process and track purchase documents. Resolve delivery and shipment problems. Assist with ensuring procurement actions are completed in accordance with NIH and Federal acquisition policies.
• Assist the administrative AO teams in preparing personnel packages and assist with the recruitment process, onboarding and off boarding processing of staff, and maintenance of updated reports on personnel actions in progress and projected. Prepare personnel actions for performance increases, awards, and other actions.
• Assist administrative AO teams by performing a detailed technical review of various types of personnel packages. This includes but is not limited to, new appointments, renewals, and terminations. Personnel types such as contracts, Fellows, FTE and non-FTE appointments, conversions, and reassignments.
• Track personnel actions in progress and projected actions.
• Perform detailed reviews of personnel packages, including appointments, renewals, and separations.
• Serve as liaison with the Office of Human Resources to follow up on actions and resolve routine issues.
• Prepare and/or review travel authorizations, vouchers, travel orders, and related documentation. Arrange travel for staff as required.
• Coordinate logistics for meetings, including scheduling, conference room setup, and audiovisual support. Prepare and distribute meeting materials and reference documents. Attend meetings and record action items, ensuring follow-up as needed.
• Develop and maintain filing systems in accordance with NIH policies and procedures. Maintain electronic and hard copy files and ensure proper records disposition.
• Update and maintain SharePoint or similar systems and reports to ensure information accuracy and accessibility.
• Receive and direct visitors and determine the nature and priority of business.
• Provide administrative support to staff, including responding to inquiries and requests.
• Prepare and review documents for grammar, punctuation, and adherence to required formats.
• Serve as timekeeper, maintaining accurate time and attendance records. Reconcile discrepancies and advise management on timekeeping issues to ensure audit readiness.
• Utilize various software…