Administrative Assistant

Job Family:

Administrative Services (Digital)

Travel Required:

None

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:

We are seeking an Administrative Assistant to support the National Institutes of Health (NIH), National Human Genome Research Institute (NHGRI), Extramural Research Program. This position will provide senior-level administrative and operational support to leadership, staff, contractors, and stakeholders while ensuring efficient program operations and compliance with Federal and NIH requirements. This is a full-time position located in Bethesda, MD.

• Develop and improve procedures for leadership and program staff to implement tracking and Serve as a principal administrative liaison between executive leadership, program staff, contractors, and external stakeholders.

• Independently coordinate and manage complex administrative operations, including travel, timekeeping, acquisitions, training requests, mobile device orders, telecommunications services, facilities requests, parking coordination, onboarding activities, and workforce support.

• Review, analyze, prepare, and distribute executive-level correspondence, reports, presentations, briefing materials, and decision documents.

• Provide executive calendar management, scheduling, and meeting coordination support, including prioritization of competing requirements and resolution of scheduling conflicts.

• Prepare, review, track procurement packages, purchase requests, acquisition documentation, vendor quotations, market research, and independent government estimates in accordance with Federal and NIH regulations.

• Monitor procurement actions through completion, coordinate with acquisition personnel and vendors, and provide status updates to leadership regarding pending actions and outstanding obligations.

• Review receiving documentation and enter receiving information into NIH systems, including POTS, while assisting with invoice reconciliation and procurement discrepancy resolution.

• Analyze administrative processes and recommend improvements to increase operational efficiency, workforce support, and customer service.

• Develop and maintain administrative databases, dashboards, tracking systems, and reports supporting workforce planning, travel, training compliance, procurement, parking utilization, and resource management.

• Prepare meeting agendas, executive summaries, briefing materials, action item trackers, and official meeting minutes for leadership meetings, committees, and working groups.

• Provide controlled correspondence support, records management, document routing, tracking, filing, and maintenance of sensitive and confidential information.

• Coordinate domestic and international travel activities using NIH travel systems, including preparation of travel authorizations, vouchers, and supporting documentation.

• Serve as a resource regarding administrative policies, procedures, and operational requirements.

• Manage onboarding and workforce transition activities, including workspace assignments, equipment coordination, communication devices, badges, parking arrangements, and orientation support.

• Support Return-to-Office initiatives by coordinating workspace utilization, workforce logistics, parking resources, telecommunications needs, and employee support services.

• Review electronic timecards and validate work schedules, telework agreements, overtime authorizations, leave transactions, credit hours, and alternative work schedules using applicable systems.

• Ensure requests for action and information are appropriately routed, prioritized, and elevated when immediate executive attention is required.

• Coordinate with senior leadership, administrative officers, management officials, and operations personnel to resolve administrative and workforce-related issues.

• Maintain confidentiality and discretion when handling personnel, budgetary, procurement, and organizational information.

• Perform special projects and executive initiatives in support of NHGRI mission objectives and organizational priorities.

• Incumbent capture, no other candidates were considered due to incumbent candidate identified. They meet the labor category requirements provided by the customer.

What You Will Need:

• Bachelor’s Degree

• Minimum of FOUR (4) years of experience performing administrative support functions.

• Experience supporting senior-level leadership and executive staff.

• Ability to perform complex administrative and operational tasks independent