Administrative Clerk - One Federal Solution
Bethesda, MD 20892
About the Job
Tasks & Duties:
Provide clerical and administrative support services for more than one laboratory simultaneously and work collaboratively with the administrative staff to assure that efficient administrative processes are defined and maintained.
Establishes priorities and oversees the assignment of office duties to meet time constraints. Plans, accomplishes, and manages special projects and assignments.
Provide support to Branch Chiefs and/or other sections with various administrative tasks and serves as a resource on administrative and procedural matters for all lab staff.
This includes maintaining calendars for senior investigators and coordinating event management, including obtaining visitor clearance.
Coordinate seminars, conferences, and professional meetings for labs or offices which may involve making arrangements for the staff, patients, and visitors travel, housing, transportation, and site management.
Coordinate required activities with speaker(s) to obtain background information and CV, arrange compensation for outside speakers.
Acts as a liaison between the scientific staff, Administrative Office(s), Scientific and/or Clinical Director's Office to schedule staff and committee meetings.
Prepare and issue public notices of scheduled events.
Keep On-Site Manager and/or senior leadership apprised of the status of ongoing action items and projects and provide appropriate recommendations.
Attend and actively participate in staff meetings.
Coordinate the preparation of a variety of items such as travel authorizations, approvals, and vouchers, professional service orders, requests for sponsored travel, outside activities, official duty memoranda, training requests, individual/mass mailings, correspondence, reports, and various forms.
Coordinate and process personnel actions including FTE, non-FTEs, Guest Researchers, and Special Volunteers. Initiate and complete all appropriate paperwork, onboard and offboard laboratory staff members, the primary point of contact for administrative matters, etc. Keep abreast of personnel policies and procedures.
Arrange and coordinate all activities applicable to domestic, foreign, sponsored, and local travel for staff while adhering to all applicable guidelines using applicable federal systems such as Concur Government Edition (CGE).
Correspond with the Division of International Services (DIS) and Fogarty International Center (FIC) regarding VISA, passport, and international travel-related issues.
Provide guidance to Principal Investigators (PI) and staff regarding the complex aspects of foreign and domestic travel.
Report conferences as required by the Office of Financial Management (OFM).
Review monthly and other accounting reports, and bring discrepancies to the attention of the monitor the use and rate of expenditures for certain activities through continuing dialogue with lab staff, review of written documents, and examination of records and reports.
Track certain expenditures (e.g., domestic, and foreign travel) and provide advice to the AO when additional funds are required and initiate appropriate requests. Track the use of allocated FTEs, making certain the lab does not exceed its ceiling.
Utilize specific data system, Purchasing Online Tracking System (POTS) to order office, general-purpose equipment, and supplies for the labs. Serve as a liaison between scientific staff and purchasing staff, and as necessary provide advice on sources, justifications, object class codes, etc.
Coordinate origination and renewal of maintenance contracts.
Assist with the drafting of documentation and justification narratives for purchases of major procurement items.
Complete timekeeping audits using the data systems, Integrated Time and Attendance System (ITAS) and submit recommended adjustments to the assigned Administrative Officer for processing.
Coordinate office communications (telephones, voice mail and email), typing memos, correspondence, manuscripts, etc., collecting and distributing internal and external mail, and maintenance of office files, equipment, and supplies.
Use a variety of software applications to generate/format reports and correspondence, maintain general and specialized databases and spreadsheets and to track a variety of administrative activities for the labs.
Update/maintain calendars and shared calendars for multiple staff members.
Coordinate and prepare the monthly on-call schedule for the consultant physician service which involves planning the schedule and contacting physicians for their availability, distributing to physicians, and coordinating with the telecommunication office.
Serve as credentialing coordinator for the IC (on-the-job instruction will be provided as needed).
Coordinate the credentialing process for all DIR clinical staff which involves frequent interaction with clinical and scientific staff, obtaining various documents, verifying, and validating information such as previous employment and education, and adhering to strict guidelines.
Qualifications:
Possess a minimum of a high school diploma.
Strong experience managing multiple Outlook Calendars.
Able to work in a progressive fast-paced customer service organization.
Have a minimum of four (4) years of relevant experience, preferably prior NIH experience providing administrative support in a team environment.
Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint).
Knowledge of federal procurement, travel, and administrative systems.
Possess the knowledge of standard office administrative procedures and the ability to read and follow written instructions.
Have a keen attention to detail and be extremely organized.
Exhibit exceptional communication and interpersonal skills.
Be able to work on multiple projects simultaneously and have the flexibility of working both collaboratively and independently.
Have a strong ability to identify and anticipate needs.