• Serve as the coordinator for the internal manuscript clearance system. Serve as the contact for the NIH manuscript processes (submission to PubMed Central, etc.).  

• Serve as the primary contact for the meeting room and parking reservation system.  

• 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. 

• Update/maintain calendars and shared calendars for multiple staff members.  

• Coordinate events such as symposiums, award ceremonies, and seminars. Prepare agenda, travel arrangements, and handle other related logistics. 

• Note commitments made by executive level during meetings and arrange for staff implementation. 

• Arrange for staff members to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations. 

• Read outgoing correspondence for executive level’s approval and alert writers to any conflict with the file or departure from policies or executive level’s viewpoints; make recommendations to resolve problems that arise. 

• In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff furnished in timely manner; notify executive level of important or emergency issues of which the executives should be made immediately aware. 

• Summarize the content of incoming materials, specially gathered information, or meetings to assist executives; coordinate the new information with background office sources; ad-vise of important parts or conflicts. 

• Compose correspondence requiring some understanding of technical matters within the program. 

• 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 meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes. 

• Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc. 

• 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. 

• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages. 

• Provide support with timekeeping duties. 

• Develop, maintain, and utilize various administrative databases. 

• Provide information to program staff on policies and procedures for government travelers and invited guests. 

• Review all personnel packages and advise program personnel on HR regulations and policies. 

• Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or 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. 

• Develop, maintain, and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through. 

• Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management. 

• Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas. 

• Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions, and separations. 

• Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives. 

• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members. 

• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities. 

• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs. 

• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities. 

• Maintain file systems for correspondence and projects. 

• Maintain office records including office procurements and reimbursement procedures. 

• 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, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases. 

#SOAR 

• Bachelor’s degree plus ONE (1) year of related experience OR High School Diploma PLUS FIVE (5) years of related experience is a considered equivalent to a bachelor’s degree. 

• Excellent analytical, organizational and time management skills.  

• Strong communication skills, both oral and written.  

• Experience with meeting coordination and travel planning. 

• Previously managed calendaring, scheduling, and provided executive level support.  

• Proficient in SharePoint, Microsoft Office, Concur, WebEx, and/or ITAS.  

• Knowledge of NIH procurement, purchasing, travel and administrative systems.  

• Experience working with NIH previously preferred.