Office Manager/Admin Assistant

Global Solutions Network Inc; Bethesda (MD); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

401K

Flexible Spending Accounts

Life & AD&D Insurance

Professional Development/Education

Employee Discount Program

Employee Assistance Program

Travel Assistance Program

Job summary

Global Solutions Network Inc. in Bethesda, MD is seeking an Office Manager/Admin Assistant to provide comprehensive administrative support for NIH-related programs. The role involves managing calendars, coordinating travel, and supporting events, with frequent interaction with senior staff.

Proficiency in MS Office (Word, Excel, PowerPoint), Teams, and Adobe is required. Familiarity with NIH policies and procedures is a plus, and attention to detail is essential for success in a fast-paced

Qualifications

• Bachelor's degree or HS diploma and four (4) years of related work experience.
• Ability to perform complex administrative tasks and support senior staff.
• Advanced computer skills and proficiency with MS Office and administrative databases.
• Knowledge of NIH policies and procedures related to pay, leave, and visas.

Responsibilities

• Perform a variety of complex, specialized administrative tasks.
• Arrange and manage travel using authorized systems and prepare vouchers.
• Maintain complex schedules and calendars; prioritize appointments.
• Plan and support events, including venue, AV, and day-of coordination.
• Prepare reports, letters, and presentations using Word, Excel, PowerPoint, Teams, and Adobe.
• Support procurement-related tasks and use NIH applications for purchasing and travel.

Skills

Administrative support

Calendar management

Travel planning

Event coordination

Communication

Education

Bachelor's degree or HS diploma with 4+ years experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe

SharePoint

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Office Manager/Admin Assistant

Full Time Bethesda, MD, US

2 days ago Requisition ID: 1756

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting NINDS at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

Responsibilities

General administrative tasks to include:

• Performs a variety of complex, specialized administrative support tasks on an ongoing and ad hoc basis.
• Prepares simple and complex travel arrangements using authorized travel system and procedures. Arranges details of conferences and meeting attendance. Prepares travel authorizations using the travel system. Prepares and finalizes travel vouchers for traveler expenses. Contacts staff to gather required information and serves as liaison to
• Contributes to maintaining complex schedules and calendars, establishes appointment priorities, schedules and reschedules appointments when required.
• Performs tasks to set up special events, including but not limited to researching requirements, reserving onsite event space, coordinating AV requirements with technical staff, and provides day-of onsite support for event management.
• Contributes to and assists with maintaining shared administrative team task tracking system.
• Prepare reports, letters, agendas, handouts, background materials, and presentations as required, using Microsoft Teams and Office Applications (Word, Excel, PowerPoint) and Adobe.
• Knowledge of NIH personnel policies and procedures relating to pay, leave, standards of conduct, merit promotion, and VISAS. Level of knowledge should be sufficient to have skill in reviewing personnel request related documents; advising program staff on personnel regulations, policies, and procedures; and advising applicants on employment or other opportunities within the Program Office.

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Additional Responsibilities

• Work experience creating and dispersing surveys, analyzing survey responses, and summarizing survey
• Experience working with or supporting the NIH Board of Scientific Counsel (BSC)
• Knowledge of NIH policies governing technology transfer sufficient for preparing reports and determining status of applications.
• Knowledge of NIH property management policies and practices, and skill in using associated automated systems.
• Experience using NIH applications for entering and tracking purchase requisitions, purchase requests, employee time and attendance information, employee onboarding information, payment requests to fellows, and travel authorizations and vouchers.
• Knowledge and skills in using database search techniques, retrieval methods, and information delivery systems sufficient to perform tasks involving the categorization, summarization, or location of scientific/management information and retrieval and organization of biomedical information from NIH databases such as PUBMED.
• Skill in using NIH and NINDS automation programs for information management and tracking.
• Work experience performing Administrative Tasks for Procurement Support Services such as preparing purchase requests for office supplies, preparing purchase requests for office equipment or services, answering questions regarding, and investigating, discrepancies related to purchases, entering payment information into administrative databases; and tracking or maintaining files related to purchases.
• Work experience completing Professional Service Orders (PSO) for professional speakers and seminars including creating schedules, reserving conference rooms, and arranging travel for speakers.
• Skill in using Microsoft SharePoint.
• Knowledge of regulations governing shipping of biological materials and work experience shipping biological materials.

Qualifications

• Bachelor's degree or a high school diploma or GED and four (4) years of related work experience
• Ability to perform more complex administrative tasks
• Ability to support senior level staff
• Possess advanced computer skills
• Ability to perform a variety of administrative functions
• Paid Time Off and Paid Holidays
• 401K
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation PlanShort-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Discount Program
• Employee Assistance Program
• Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.