Administrative Assistant III - NIH - Fidelity Partners

Administrative Assistant III

Work Location

National Institutes of Health

9000 Rockville Pike

Bethesda, Maryland 20892

*Other National Institutes of Health locations may be in Rockville/Baltimore Maryland, and in Research Triage Park, North Carolina.

Clearance Requirements: National Criminal Background Investigation with fingerprints.

Type of Employment: Full-time, 40 hours a week.

Benefits Offered: Health/Dental/Vision

Paid Federal Holidays: Eleven (11) paid Federal holidays.

Paid Time Off: 80 hours per year, accumulating from day of hire.

Sick Leave: 56 hours per year, accumulating from day of hire.

Summary of Duties and Responsibilities

The Administrative Assistants III will assist with the administrative functions such as assisting in coordinating the day-to-day office operations, including, but not limited to problem and conflict resolution, organization, and prioritizations of tasks; respond to written communications. In addition to update and maintain staff calendars; ensure that staff attend meetings; coordinate all meeting materials and provide to the staff prior to the meeting and setting up and coordinate remote and live meetings and events for the office; query for attendees schedules; reserve conference space; ensure that room, WebEx and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line.

Working Hours

The Administrative Assistant III normally will work Monday through Friday, 7:30am to 4:30pm, with a 30-minute lunch, excluding Federal Holidays. Telework/Remote Work may also be authorized, as needed.

Qualifications

• Possession of a college degree or a high school diploma and four (4) years of related work experience.

• Ability to perform more complex administrative tasks.
• Ability to support senior level staff.
• Possess advanced computer skills.
• Ability to perform a variety of administrative functions.
• Knowledge of personal computers, including experience in using word-processing, spreadsheets, and database software, which is required to enter and retrieve computerized data and prepare correspondence and reports.
• Ability to conduct computer searches for program-related information.
• Good writing, grammar, spelling, and punctuation skills to compose and review correspondence.
• A fully qualified typist is required.

• Work well with all levels of management and staff.

Duties and Responsibilities

• Coordinating the day-to-day office operations, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks.
• Respond to written communications. In addition to update and maintain staff calendars
• Ensure that staff attend meetings; coordinate all meeting materials and provide them for the staff prior to the meeting and set up and coordinate remote and live meetings and events for the office.
• Query for attendees schedules; reserve conference space; ensure that room, WebEx and other communication applications (i.e., Zoom, Skype, Teams), and/or conference line.
• Develop work products and documents related to completing special projects for senior staff, which may require researching readily available resources for information or entering information into government databases.
• Purchasing Online Tracking System/Administrative Management Budget Information System
• Use software (Excel, Access, MS Word, Power Point, etc.) to analyze data, create spreadsheets, graphs and presentations.
• Assist with daily clerical and administrative operations.
• Collect mail from central mail room and distribute it to staff.
• Answer the office mainline and/or branch line and provide customer service to internal and external customers.
• Complete initial review of incoming correspondence for staff and supervisor to identify missing documents or information.
• Type a variety of documents in final form.
• Maintain electronic filing system and SharePoint site.
• Exercise sound judgment in the safeguarding of files containing confidential and/or sensitive information.
• Order office supplies, services, and equipment.
• Perform other clerical and administrative duties assigned by the senior staff.
• Timekeeper for staff.
• Assist with property tracking and maintenance for the office Administrative Officer.
• Assist with processing Domestic, Foreign, and Sponsored Travel Authorizations and Vouchers in the electronic travel system to arrange flight hotel, conference registration, auto (if applicable) and any other reservations.
• Products and documents related to assisting with daily clerical and administrative operations of the assigned office.
• Develop products and documents related to ordering office supplies, services, and equipment in Purchasing Online Tracking System/Administrative Management Budget Information System (AMBIS).

In addition

The Administrative Assistant III should be knowledgeable in the operation of office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file and/or store both electronic and paper documents for future reference. In addition, he/she should be proficient in Microsoft applications (Word, Excel, etc.).

COMPENSATION AND BENEFITS:

• Competitive Compensation package
• Comprehensive benefits including medical, dental and vision options.
• Outstanding career growth potential.

ABOUT US:

Fidelity Partners is a Inc. 5000, USA company that provides medical, technical, logistical, and administrative services to the federal government and commercial Clients across the country. Fidelity offers competitive salaries and benefits packages.

Qualified applicants are encouraged to learn more about us at www.fidelitypartners.org or or call us at (210) 822-4005 or apply at https://www.careers-page.com/fidelity-partners-medical-staffing-llc#openings

Fidelity Partners provides equal employment without regard to race, color, religion, sex, national origin, age, disability, or in accordance with applicable federal state, and local laws (EoE).