Administrative Assistant, Level III – National Institute of Allergy and Infectious Diseases – Rockville, MD
Work Location
National Institute of Allergy and Infectious Diseases
5601 Fishers Lane
Rockville, MD 20852
Citizenship Requirements: Must be a U.S. Citizen.
Clearance Requirements: National Background Check with Inquiries, Fingerprints, and Drug Screen.
Estimated Period of Performance: The period of performance is for one (1) year upon award of this task order contract, plus 1 (1) option year.
Type of Employment: In-person, 40 hours per week.
Paid Time Off: Up to 80 hours per year, which starts accruing on the day of hire.
Estimated Total Compensation: $52.79/hour
Sick Leave per Year: Up to 56 hours per year, which starts occurring on the day of hire.
Paid Federal Holidays: Eleven (11) Paid Federal Holidays
Working Hours
The Administrative Assistant III will typically work Monday through Friday 8:30 am - 5:00 pm or 9:00 am – 5:30 pm no more than 40 hours per week.
Qualifications
- Must have a high school diploma or GED equivalent, and four (4) years of related work experience performing administrative work.
- Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.
- Strong organizational, analytical, internet research, and communication skills.
- Proficiency in Microsoft Office and advanced knowledge of administrative procedures and NIH systems.
*Copies of all certifications and resumes must be forwarded with your application.
Summary of Duties
The Administrative Assistant III will provide senior-level administrative support by independently managing complex office operations, coordinating executive-level activities, and serving as a primary administrative resource for assigned leadership. Exercises sound judgment in handling confidential information, resolving administrative issues, and ensuring efficient office operations.
Attire
The Administrative Assistant III is expected to wear approved professional clothing appropriate to the environment while on duty as requested. Footwear will be closed-toe, flat-bottom, and completely cover the feet.
Duties and Responsibilities
- 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 applications, including word processing, spreadsheets, and databases, to perform administrative tasks. Retrieve and compile data from multiple administrative systems.
- Prepare a variety of documents including purchase requests, personnel actions, travel documents, and reports.
- Perform clerical and administrative support functions including mail handling, supply management, and document processing.
- Participate in on-the-job training and maintain familiarity with administrative systems, policies, and procedures.
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 call us at (210) 822-4005 or Join our Team
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).