Administrative Support Specialist III (NIH/DVR, Bethesda, MD)

Priority One Services; Bethesda (MD); On-site; USD 55,000 - 70,000; Full time

Job summary

Priority One Services is seeking an Administrative Support Specialist III to support contract program management and government personnel. The role involves extensive computer work, procurement for research animal facilities, and coordination with researchers and NIH staff.

The candidate will generate reports, manage data, schedule travel, and oversee shipping and orders in a fast-paced environment within Bethesda, MD. Prior experience with NIH-specific systems is a plus.

Qualifications

• High school diploma or GED and four years of administrative support experience.
• Proficient in Microsoft Office suite (Outlook, Word, Excel, PowerPoint).
• Ability to learn NIH-specific software (POTS, NEDS, DVMAX).
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication; ability to interact with diverse stakeholders.

Responsibilities

• Generate reports, memos, and spreadsheets using MS Word, Excel, Access, Outlook, and PowerPoint.
• Maintain facility software, census data, and animal order information; update ASPs.
• Answer phones, file, and distribute correspondence.
• Coordinate activation/deactivation of contract personnel via NIH Directory (NED).
• Arrange travel for government personnel in the GCE system.
• Monitor front office coverage and assist visitors in the vivarium.
• Assist researchers, clients, and staff with inquiries.
• Serve as campus shipping coordinator for import/export and on-campus deliveries.
• Process facility and supply orders using NIH Sis (POTS) and related systems; liaise with vendors for PPE and lab supplies.
• Manage researcher animal orders through CAPS; receive live animals and update records.

Skills

Microsoft Outlook

Word processing

Excel

PowerPoint

Database record keeping

Multitasking

Organizational skills

Interpersonal communication

Education

High school diploma or GED

Tools

POTS

NEDS

DVMAX

NIH Enterprise Directory (NED)

Job description

JOB TITLE: Administrative Support Specialist III

Summary:

Under the direction of Contract Program Management, Project Managers, and government personnel the Administrative Support Specialist III shall primarily perform administrative duties and procurement for research animal facilities. While performing these duties, the employee will primarily be working with a computer and typing; will infrequently be exposed to laboratory animals, specifically rodents. Must be comfortable working in an environment where laboratory animals are housed and interacting with researchers, government personnel and contract managers .

Requirements:

• High school diploma or general education degree (GED) required, and four years of experience working in administrative support required.
• Computer literacy in Microsoft Outlook, word processing, and database record keeping required; Microsoft Suite, i.e., Excel, Outlook, Word, and PowerPoint.
• Ability to learn and use specific administrative software unique to NIH (POTS, NEDS, DVMAX, etc.).
• Ability to work independently with minimal supervision; ability to multitask and possess excellent organizational skills.
• Comprehension of medical terminology helpful.
• Be able to effectively and constructively interact with a wide variety of people both inside and outside the NIH.
• Must be able to follow verbal and written instructions and exhibit interpersonal skills that are conducive to effective communication and that contribute to a congenial work environment.

The duties for the Administrative Support Specialist III will include:

• Generate reports, memos, and spreadsheets within strict deadlines, using various types of software such as Microsoft Word, Excel, Access, Outlook, and PowerPoint.
• Utilize and maintain facility-specific software and maintain census data, responding to animal order questions and other pertinent information, as well as generating cage cards; updating animal numbers available per protocol, and ensuring Animal Study Protocols (ASPs) are up to date.
• Answer phones, file, and distribute correspondence as necessary.
• Coordinate activation/deactivation of contract personnel through NIH Enterprise Directory (NED).
• Schedule travel arrangements for government personnel in the GCE travel system.
• Maintain office coverage and request coverage when away from your desk.
• Monitor facility entrance door and assist visitors. Sign in visitors and verify foot pattern within the vivarium.
• Assisting all researchers, clients, and associates with their inquiries and requests.
• Perform the duties of the campus shipping coordinator – Import and Export.
• Schedule all on-campus shipping deliveries to other facilities.
• Prepare all facility and supply ordering requests, filing, and receiving. (NIH Business System) POTS System for writing justification for orders
• Working with various vendors on retiring quotes for PPE, Animal enrichment orders, and other laboratory supplies.
• Manage researcher animal orders through the Centralized Animal Procurement System (CAPS).
• Receive live animals from vendors, prepare cage cards, and alert supervisory staff of arrival.
• Office assistance with filing records, making signs, cards, and lamination.
• Position is subject to additional duties assigned by Contract Management and government personnel.