Administrative Assistant IV

Fidelity Partners Services; Rockville (MD); On-site; USD 56,000 - 79,000; Full time

Benefits offered by this job

Health & Welfare fringe

Paid sick leave

Paid federal holidays

Job summary

Fidelity Partners is seeking an experienced Administrative Assistant IV to provide senior-level executive, administrative, and operational support to the Laboratory of Clinical Immunology and Microbiology (LCIM) at NIAID.

This on-site role in Rockville supports the Lab Chief and section chiefs, managing correspondence, travel, meetings, records, procurement, personnel documentation, and day-to-day office operations.

Qualifications

• College degree plus minimum of four years of related experience; OR High school diploma plus eight years of related experience.
• Advanced computer skills and proficiency with standard office software, spreadsheets, databases, electronic records, and internet research.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, summaries, and meeting materials.
• Ability to handle sensitive, confidential, and time-sensitive information with discretion.
• Strong organizational, scheduling, records-management, and administrative coordination skills.
• Ability to work independently and coordinate effectively with senior leadership, scientific staff, administrative offices, and external contacts.
• Experience in a scientific research environment or Federal agency is preferred.
• Knowledge of NIH administrative processes and systems is highly desired.
• Provide senior-level administrative and executive support to the LCIM Lab Chief and section chiefs.
• Manage incoming and outgoing correspondence, inquiries, requests, and administrative actions; independently track items requiring follow-up.
• Handle confidential and sensitive administrative matters with appropriate discretion and records protection.
• Coordinate domestic and international travel, including travel orders, itineraries, lodging, vouchers, and related documentation for Government staff.
• Schedule and coordinate meetings, conferences, appointments, and special events; prepare agendas and supporting materials and maintain meeting records and minutes as required.
• Review, summarize, and organize information for leadership, including administrative notices, guidance, status updates, and management reports.
• Assist with performance-management and review activities, including PMAP and BSC administrative support as assigned.
• Create, maintain, and update spreadsheets, databases, logs, trackers, reports, and other administrative tools.
• Maintain official records, electronic files, correspondence, and document-management systems in accordance with NIH requirements.
• Coordinate office operations, administrative workflows, supplies, equipment, and other day-to-day support requirements.
• Assist with fellowship and recruitment activities, candidate coordination, onboarding documentation, and related administrative support.
• Process and track procurement requests for office and laboratory supplies and coordinate with applicable purchasing and administrative offices.
• Maintain personnel, travel, budget, and administrative logs and ensure information is current and accurate.
• Prepare and process human resources, travel, procurement, and other administrative forms and supporting documentation.
• Coordinate with NIH/NIAID administrative offices and external stakeholders to obtain information, resolve routine issues, and ensure timely completion of actions.
• Monitor deadlines, action items, and deliverables and provide reminders or follow-up to responsible personnel.
• Perform internet research and gather information in support of administrative and scientific-program operations.
• Provide quality-control review of administrative documents and reports for completeness, accuracy, and appropriate formatting.
• Perform other related executive and administrative support duties as assigned in support of LCIM operations.

Responsibilities

• Provide senior-level administrative support to the LCIM Lab Chief and section chiefs.
• Manage correspondence, confidential follow-up, travel, meetings, records, administrative tracking, procurement, personnel documentation, reporting, and other day-to-day office operations.
• Coordinate with NIH/NIAID administrative offices and external stakeholders to obtain information, resolve routine issues, and ensure timely completion of actions.
• Assist with fellowship and recruitment activities, candidate coordination, onboarding documentation, and related administrative support.
• Create, maintain, and update spreadsheets, databases, logs, trackers, reports, and other administrative tools.

Skills

Administrative support

Communication

Discretion

Organization

Scheduling

Independent work

Education

College degree + 4 years experience

High school diploma + 8 years experience

Tools

Microsoft Office

Spreadsheets

Databases

Records management

Job description

National Institute of Allergy and Infectious Diseases (NIAID) – LCIM

This Position Is Contingent Upon Contract Award

Work Location

NIAID Building 10
Rockville, Maryland

• Type of Employment: Full-Time Contractor Position with W-2 employment through Fidelity Partners.
• Staffing Level: One (1) Administrative Assistant IV / Executive Assistant (Admin 4), with 1,920 labor hours during the base period.
• Work Arrangement: On-site at the Government-owned/leased NIAID facility. Routine remote or telework authorization is not stated in the task-order documents.
• Work Schedule: Monday through Friday, during normal operating hours of 8:00 AM to 4:30 PM.
• Period of Performance: Base period: September 14, 2026 through September 13, 2027. The TORP also identifies an option period from September 14, 2027 through March 26, 2028.
• Security Requirements: Level 1 – Non-Sensitive; successful National Agency Check and Inquiry (NACI) suitability determination and required NIH/HHS security training.
• Government-Furnished Equipment: Government-furnished workspace, computer, telephone, and other electronic equipment necessary for performance.
• Total Compensation: $48.84 per hour in base wage plus Health & Welfare fringe obligation.
• Paid Sick Leave: Up to 56 hours per year, consistent with EO 13706 requirements where applicable.
• Paid Federal Holidays: Eleven (11) paid Federal holidays, consistent with the applicable wage determination.

Position Summary

Fidelity Partners is seeking an experienced Administrative Assistant IV to provide senior-level executive, administrative, and operational support to the Laboratory of Clinical Immunology and Microbiology (LCIM), Division of Intramural Research, National Institute of Allergy and Infectious Diseases (NIAID).

The Administrative Assistant IV will independently support the LCIM Lab Chief and section chiefs by managing correspondence, confidential follow-up, travel, meetings, records, administrative tracking, procurement, personnel documentation, reporting, and other day-to-day office operations. The position requires strong judgment, discretion, organization, and the ability to manage multiple priorities in a scientific and Federal research environment.

Minimum Qualifications

• College degree plus a minimum of four (4) years of related experience; OR
• High school diploma or equivalent plus a minimum of eight (8) years of related experience.
• Advanced computer skills and proficiency with standard office software, spreadsheets, databases, electronic records, and internet research.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, summaries, and meeting materials.
• Ability to handle sensitive, confidential, and time-sensitive information with discretion.
• Strong organizational, scheduling, records-management, and administrative coordination skills.
• Ability to work independently and coordinate effectively with senior leadership, scientific staff, administrative offices, and external contacts.
• Experience in a scientific research environment or Federal agency is preferred.
• Knowledge of NIH administrative processes and systems is highly desired.
• Provide senior-level administrative and executive support to the LCIM Lab Chief and section chiefs.
• Manage incoming and outgoing correspondence, inquiries, requests, and administrative actions; independently track items requiring follow-up.
• Handle confidential and sensitive administrative matters with appropriate discretion and records protection.
• Coordinate domestic and international travel, including travel orders, itineraries, lodging, vouchers, and related documentation for Government staff.
• Schedule and coordinate meetings, conferences, appointments, and special events; prepare agendas and supporting materials and maintain meeting records and minutes as required.
• Review, summarize, and organize information for leadership, including administrative notices, guidance, status updates, and management reports.
• Assist with performance-management and review activities, including PMAP and BSC administrative support as assigned.
• Create, maintain, and update spreadsheets, databases, logs, trackers, reports, and other administrative tools.
• Maintain official records, electronic files, correspondence, and document-management systems in accordance with NIH requirements.
• Coordinate office operations, administrative workflows, supplies, equipment, and other day-to-day support requirements.
• Assist with fellowship and recruitment activities, candidate coordination, onboarding documentation, and related administrative support.
• Process and track procurement requests for office and laboratory supplies and coordinate with applicable purchasing and administrative offices.
• Maintain personnel, travel, budget, and administrative logs and ensure information is current and accurate.
• Prepare and process human resources, travel, procurement, and other administrative forms and supporting documentation.
• Coordinate with NIH/NIAID administrative offices and external stakeholders to obtain information, resolve routine issues, and ensure timely completion of actions.
• Monitor deadlines, action items, and deliverables and provide reminders or follow-up to responsible personnel.
• Perform internet research and gather information in support of administrative and scientific-program operations.
• Provide quality-control review of administrative documents and reports for completeness, accuracy, and appropriate formatting.
• Perform other related executive and administrative support duties as assigned in support of LCIM operations.

Duties and Responsibilities

Government-Furnished Equipment and Workspace

The Government will provide the workspace and core electronic equipment necessary to perform the position, including:

• Computer and accompanying hardware
• Telephone
• Government workspace
• Other electronic equipment necessary for assigned duties

About Fidelity Partners

Fidelity Partners is an 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 [phone].

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