Office Manager - NINDS

Global Solutions Network Inc; Bethesda (MD); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

Paid time off

401K

Flexible spending accounts

Parking & transportation plan

Disability insurance

Life & AD&D insurance

Professional development

Employee discounts

Employee assistance program

Travel assistance

Job summary

Global Solutions Network, Inc. (GSN) is seeking a Full-Time Administrative Support Specialist in Bethesda, MD to support NIH/NINDS programs. The role covers travel planning, meeting coordination, and complex calendar management using Office apps, Teams, Acrobat, and SharePoint.

The successful candidate will handle vendor and procurement tasks, assist senior staff, and navigate NIH rules on pay, leave, and visas. This is a long-term, full-time position with comprehensive benefits.

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 Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Discount Program
• Employee Assistance Program
• Travel Assistance Program

Responsibilities

• Performs a variety of complex, specialized administrative support tasks on an ongoing and ad hoc basis.
• Prepares travel arrangements using the travel system and procedures; coordinates conferences and meetings; prepares travel authorizations and vouchers.
• Advises program staff on personnel regulations, policies, and procedures; and assists with personnel documents.
• Maintains multiple Microsoft Outlook calendars with accuracy.
• Works with NIH policies and procedures related to travel, time and attendance, and funds management.
• Uses NIH databases and procurement systems to track requisitions, payments, and purchases.
• Supports procurement for office equipment and supplies and tracks related documents.
• Assists with scheduling and coordinating speakers and seminars, including travel for speakers.
• Operates Microsoft SharePoint and other collaboration tools to manage information flow.

Skills

Advanced computer skills

Microsoft Office Suite

Outlook calendar management

Microsoft Teams

Adobe

SharePoint

Travel coordination systems

Education

Bachelor's degree or high school diploma/GED

Tools

SharePoint

Adobe

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.

Full Time Bethesda, Bethesda, MD, US

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.

• Possession of proficient skills in maintaining multiple Microsoft Outlook calendars

• Knowledge of federal and agency regulations and policies governing local, domestic, sponsored, and foreign travel and skill in preparing travel requests and other travel‑related documents

• Knowledge of NIH administrative policies and procedures pertaining to a wide variety of administrative functions

• Knowledge of NIH property management policies and practices and skill in using associated automated systems

• Work experience using NIH applications for entering and tracking purchase requisitions, purchase requests, employee time and attendance 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.

• Skills performing administrative tasks for Procurement Support Services such as preparing purchase requests for office equipment and/or supplies, answering questions about and investigating discrepancies related to purchases, entering payment information into internal and external administrative databases, and assisting with tracking and maintaining files related to purchases

• Work experience in completing Professional Service Orders 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

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 Plan
• Short-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.