Senior Administrative Operations Specialist

LTSi; Rockville (MD); On-site; USD 74,501,000 - 80,231,000; Full time

Benefits offered by this job

Health, Dental, and Vision

401(k) and Paid Holidays

Vacation and Sick Leave

Job summary

LTSi is seeking an Sr. Administrative Assistant III to support the National Institute of Allergy and Infectious Diseases (NIAID) in Rockville, MD.

The role is full-time with on-site work at NIH facilities and potential ad hoc telework based on program needs. The candidate will assist Administrative Officers with personnel, travel, procurement, budgeting, and reporting; maintain logs and files; coordinate meetings; and support recruitment and onboarding processes.

Qualifications

• High school diploma and four years of related administrative experience.
• Advanced computer skills and internet research.
• Strong grammar, spelling, punctuation, and required formats.

Responsibilities

• Assist a team of Administrative Officers in day-to-day oversight of administrative activities, including personnel, travel, procurement, property, training, and budget.
• Coordinate and track administrative transactions as documentation flows through the office in both electronic and paper formats.
• Maintain logs, reports, and tracking systems to monitor administrative actions and ensure timely follow-up and completion.
• Respond to requests from senior officials and staff by researching, compiling, and assembling information from multiple sources.
• Communicate effectively with staff and management regarding the status of administrative actions, deadlines, and required documentation.
• Assist administrative AOs in the formulation and development of budget estimates and reports; track program funds.
• Generate and enter purchase requests for supplies, equipment, and services; process and track purchase documents; ensure NIH policies.
• Assist with recruitment, onboarding, and personnel actions; maintain updated reports on personnel actions.
• Review personnel packages, including appointments, renewals, terminations, and related processes.
• Serve as liaison with the Office of Human Resources to follow up on actions and resolve routine issues.
• Prepare travel authorizations, vouchers, travel orders, and related documentation; arrange travel for staff.
• Coordinate logistics for meetings and record action items with follow-up.
• Develop and maintain filing systems per NIH policies; maintain electronic and hard copy records.
• Update and maintain SharePoint or similar systems and reports.
• Receive and direct visitors and determine priority of business.
• Provide administrative support including inquiries and document handling.
• Prepare and review documents for grammar, punctuation, and formats.
• Serve as timekeeper and reconcile attendance records for audit readiness.
• Utilize MS Office and administrative systems to retrieve and compile data.
• Prepare a variety of documents including purchase requests, personnel actions, travel documents, and reports.
• Perform clerical and administrative tasks including mail handling and supply management.

Skills

Organizational skills

Communication skills

Research skills

Attention to detail

Education

High School Diploma

Tools

Microsoft Office

SharePoint

Job description

LTSi is seeking an Sr. Administrative Assistant III to support the National Institute of Allergy and Infectious Diseases (NIAID) in Rockville, MD.

The role is full-time with on-site work at NIH facilities and potential ad hoc telework based on program needs. The candidate will assist Administrative Officers with personnel, travel, procurement, budgeting, and reporting; maintain logs and files; coordinate meetings; and support recruitment and onboarding processes.