SR. ADMINISTRATIVE ASSISTANT III (27458)

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

Job Details

Job Location: National Institute of Allergy and Infection Diseases (NIAID) - Rockville, MD 20852

Position Type: Full Time

Education Level: High School

Salary Range: $26.00 - $28.00 Hourly

Travel Percentage: None

Job Shift: Day

Job Category: Admin - Clerical

Title: Sr. Administrative Assistant III

Government Agency & Location

National Institute of Allergy and Infection Diseases (NIAID)

5601 Fishers Lane, Rockville, MD 20892

9000 Rockville Pike, Bethesda, MD 20892

Job Summary

Under this task order, the candidate will independently provide support services to satisfy the overall operational objectives of the National Institute of Allergy and Infectious Diseases. The primary objective is to provide services and deliverables through performance of support services. This position will report on-site, with the ability to do ad hoc telework as determined by program needs.

Responsibilities

• Assist a team of Administrative Officers (AOs) in providing 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. Identify, compile, verify, and organize detailed budgetary data related to multiple accounts, object classes, and line items. Support monitoring of expenditures and assist in tracking the use and rate of program funds.


• Generate and enter purchase requests for purchases of supplies, equipment, and services, and process and track purchase documents. Resolve delivery and shipment problems. Assist with ensuring procurement actions are completed in accordance with NIH and Federal acquisition policies.


• Assist the administrative AO teams in preparing personnel packages and assist with the recruitment process, onboarding and off boarding processing of staff, and maintenance of updated reports on personnel actions in progress and projected. Prepare personnel actions for performance increases, awards, and other actions.


• Assist administrative AO teams by performing a detailed technical review of various types of personnel packages. This includes but is not limited to, new appointments, renewals, and terminations. Personnel types such as contracts, Fellows, FTE and non-FTE appointments, conversions, and reassignments.


• Track personnel actions in progress and projected actions.


• Perform detailed reviews of personnel packages, including appointments, renewals, and separations.


• Serve as liaison with the Office of Human Resources to follow up on actions and resolve routine issues.


• Prepare and/or review travel authorizations, vouchers, travel orders, and related documentation. Arrange travel for staff as required.


• Coordinate logistics for meetings, including scheduling, conference room setup, and audiovisual support. Prepare and distribute meeting materials and reference documents. Attend meetings and record action items, ensuring follow-up as needed.


• Develop and maintain filing systems in accordance with NIH policies and procedures. Maintain electronic and hard copy files and ensure proper records disposition.


• Update and maintain SharePoint or similar systems and reports to ensure information accuracy and accessibility.


• Receive and direct visitors and determine the nature and priority of business.


• Provide administrative support to staff, including responding to inquiries and requests.


• Prepare and review documents for grammar, punctuation, and adherence to required formats.


• Serve as timekeeper, maintaining accurate time and attendance records. Reconcile discrepancies and advise management on timekeeping issues to ensure audit readiness.


• Utilize various software applications, including word processing, spreadsheets, and databases, to perform administrative tasks. Retrieve and compile data from multiple administrative systems.


• Prepare a variety of documents including purchase requests, personnel actions, travel documents, and reports.


• Perform clerical and administrative support functions including mail handling, supply management, and document processing.


• Participate in on-the-job training and maintain familiarity with administrative systems, policies, and procedures.


• Perform other administrative duties as assigned in support of NIAID operations.

Education and Certification Requirements

• Candidates must have a high school diploma and four (4) years of related work experience performing administrative work.

Experience Required

• Advanced computer skills and internet research skills are required.


• Knowledge of grammar, spelling, punctuation, and required formats.


• Knowledge of file management concepts to establish and maintain physical and electronic records, and to research and address questions and assist staff.


• Strong organizational, analytical, and communication skills.


• Proficiency in Microsoft Office and administrative systems.


• Advanced knowledge of administrative procedures and NIH systems.


• Ability to review and consistently apply guidance, policies, and regulations to create or review administrative documents.

Position Timing

Immediate hire upon Contract Award and completion of all background and security investigations.

Benefits

• Health, Dental, and Vision, 401(k), Vacation, Sick Leave, and 11 Paid Federal Holidays including:


• New Year’s Day


• Martin Luther King, Jr. Day


• Presidents Birthday


• Memorial Day


• Juneteenth


• Independence Day


• Labor Day


• Columbus Day


• Veterans Day


• Thanksgiving Day


• Christmas Day

Equal Opportunity Statement

LTSi is an Equal Opportunity/Affirmative Action Employer. We make employment decisions based on merit and qualifications, ensuring equal opportunity for all applicants and employees. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, Veteran Status or any other characteristic protected by applicable law.

LTSi is committed to ensuring an accessible online application process for all individuals, including those with disabilities. We offer alternative application methods for candidates who are unable to complete the online application due to a disability or other need for accommodation. LTSi complies with the Americans with Disabilities Act (ADA), Section 503 of the Rehabilitation Act of 1973, the Vietnam-Era Veterans’ Readjustment Assistance Act of 1974, and other relevant state and local laws. If you need assistance with an application due to a disability, please contact [e-mail].