Admin - Specialist - Dynamic Team

Administrative Specialist
Bethesda, MD (NIH)

MUST:
Experienced Administrative Specialist
8+ years professional experience
4+ years administrative support level experience
Preferred to Have prior NIH experience providing administrative support in a team environment
Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint)
Experience with E2 travel
Knowledge of NIH procurement, travel and administrative systems
Possess the knowledge of standard office administrative procedures and the ability to read and follow written instructions
Have a keen attention to detail and be extremely organized
Exhibit exceptional communication and interpersonal skills
Be able to work on multiple projects simultaneously and have the flexibility of working both collaboratively and independently
Have a strong ability to identify and anticipate needs

DUTIES:
Provide services to the Division of Intramural Research (DIR), National Institute on Deafness and Other Communication Disorders (NIDCD)
The position is located in the Intramural Research Administration Branch
Coordinate the preparation of a variety of items such as travel authorizations, approvals, and vouchers, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, training requests, individual/mass mailings, correspondence, reports and various forms
Serve as a primary point of contact on HR activities within DIR. Provide advice on appropriate appointment and pay mechanisms and recruitment tools as applicable to meet the requirements of specific situations
Review and prepare all human resource packages before submission to the Administrative Officer (AO) and provide advice to program personnel on HR regulations and policies
Handle and process personnel actions including FTE, non-FTEs, Guest Researchers, and Special Volunteers
Initiate and complete all appropriate paperwork, onboard and offboard laboratory staff members, primary point of contact for administrative matters, etc
Keeps abreast of personnel policies and procedures
Arrange and coordinate all activities applicable to domestic, foreign, sponsored, and local travel for staff while adhering to all applicable NIH and federal guidelines using applicable NIH federal systems such as Concur Government Edition (CGE)
Correspond with the Division of International Services (Client) and Fogarty International Center (FIC) regarding VISA, passport, and international travel related issues
Provide guidance to Principal Investigators (PI) and staff regarding the complex aspects of foreign and domestic travel
Report conferences as required by the Office of Financial Management (OFM)