Executive Administrative Assistant (Level 4) (8)

brandanenterprisesinc; Bethesda (MD); Hybrid; USD 60,000 - 85,000; Full time

Job summary

BEI is seeking a contract administrator to support procurement and administrative tasks at the National Institutes of Health in Bethesda, MD. The role involves coordinating executive schedules, travel requests, and a variety of forms and approvals in a dynamic, priority-driven environment.

Responsibilities include maintaining SOPs, supporting program workflow, ensuring proper documentation for staff actions, coordinating meetings and travel, and managing records across multiple NIH systems.

Responsibilities

• Provide support for procurement and administrative tasks for NIH programs.
• Manage senior executive staff schedules and coordinate meeting materials in a fast-paced environment.
• Coordinate travel requests, service orders, forms, and official documentation for staff actions.
• Maintain SOPs, guidance documents, and program instructions across the organization.
• Offer administrative resource support and help staff coordinate program workflow.
• Assist with proofreading, policy interpretation, and implementation of internal procedures.
• Ensure documentation and approvals for recruitment, appointments, and related actions are complete.
• Coordinate meetings, workshops, and courses, reserve rooms, and prepare materials for presentations.
• Set up remote meeting connections (Zoom, WebEx) and distribute agendas and minutes.
• Update calendars and databases; track reports, awards, and committee memberships.
• Research information requests and track project status; compile data for reports.
• Produce a wide range of documents and address diverse office needs as required.

Job description

BEI is looking to fill a contract position at the National Institute of Health in Bethesda, MD.

This position is on Telework 3-4 days and in office 1-2 days.

Provide support for various procurement and administrative tasks.

• Manage senior executive staff schedules, keeping them informed and aware of changes in a fast-paced environment frequently involving competing priorities. Coordinate/compile all meeting materials and provide to staff in advance of meetings and ensure that staff attend meetings on time.
• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel Form 348, outside activities Form 520, official duty memoranda, leave authorizations, training requests, individual mass mailings, correspondence, reports and various forms
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization
• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures
• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment appointment of professional, technical, and support staff, renewal extension of appointments, reassignments, pay increases adjustments, separation termination, etc.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms, and prepare and/or collect/compile materials for presentations, meetings, conferences, and ceremonies.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, Zoom, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• Update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
• Produce a wide range of documents; address a variety of office needs which may include word processing,

information management, report preparation, publications, information gathering, communication, etc

Act as point of contact with management and administrative, budget and property management staff.

• Develop, maintain and utilize various administrative databases and extract data and reports from various NIH system, e.g., Query, View, and Report (QVR) or other systems
• Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment
• Serve as liaison between Deputy Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities

Provide guidance to staff on Federal guidelines and procedures.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization
• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures

concerning general administration, organization, procurement, travel, personnel, etc.

Develop, maintain and update documentation, databases and spreadsheets for personnel, budget and travel actions.

• Set-up and format spreadsheets to analyze information
• Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files
• Assemble and summarize data, background information and other materials from source materials or automated systems
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management
• Maintain contacts database; update maintain calendars and shared calendars for multiple staff members

Prepare inventory and purchase requests and assists with property management.

• Serve as an alternate property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office
• Serve as one of the alternate Property Accountability Officers for accountable property, maintaining required controls and records, and overseeing inventory in accordance with applicable policy and regulations
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures
• Enter requests for office supplies using POTS
• Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements
• Process and track order requests using government systems i.e., POTS on behalf of office staff
• Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities
• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow-up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests

Coordinate with management on special projects.

• Coordinate staff responses to data calls from the Office of the Director
• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepared it presentations, develop meeting agendas and create and update spreadsheets and databases
• Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals
• Coordinate all administrative aspects of special projects and Ensure that management and administrative activities of the office are properly tracked and completed by the assigned due date.
• Prepare written correspondence in appropriate format or instructions on a variety of administrative issues based on personal knowledge of the issues, policies, and/or procedures.
• Attend meetings and prepare summaries, including identifying action items and assignments per the timeline established for the meeting or project.
• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
• Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information in to support decision alternatives
• Researches and proposes new administrative procedures.
• Gather and analyze information about processes and programs
• Research and advise staff on technology needs updates such as laptops, mobile devices and monitors
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
• Assist with maintenance of SharePoint sites and shared electronic document data libraries, including development and monitoring of content and ensuring that documents and or data posted to the sites are accurate and filed appropriately
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions

Education and experience requirements:

A college degree and four (4) years of related work experience or a high school diploma and eight (8) years of related work experience are required.

• Strong communication skills, both oral and written
• Ability to transcribe and edit documents
• Analytic, organizational and time management skills
• Ability to work independently and in a collaborative team environment consisting of a diverse population