Administrative Specialist

Position Objective: Provide services as an Administrative Specialist in support of the overall functions of the National Institute on Aging (NIA) within the National Institutes of Health (NIH). NIA's Division of Extramural Activities and its Office of Strategic Extramural Programs (OSEP) pro-actively coordinate, lead, and enhance both the NIA small business and the career development funding programs. As OSEP has rapidly grown in scope, there is a need for additional support as it relates to scientific administrative coordination. Specific tasks will include: coordinating travel requests and orders for all office members, coordinating, generating, and processing of procurements and purchases (POTS), coordinating meeting planning and logistical arrangements, coordinating and providing committee support for the Career Development and Small Business Committee meetings, and overall administrative support as needed

Duties and Responsibilities:

• 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.
• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms.
• 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.
• Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information. 1
• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
• Provide information to program staff on policies and procedures for government travelers and invited guests.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management. 4
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members. 5
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures. 3
• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff. 2
• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Coordinate all administrative aspects of special projects.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
• Provides a weekly list of POTS and travel orders for OSEP leadership review - Weekly
• Provides monthly analysis to OSEP leadership of budget activities - Monthly
• Prepares agendas for, uploads to SharePoint/Teams the relevant information, and drafts actionable meeting notes and minutes for the 2 monthly trans-NIA committee meetings coordinated by OSEP - Monthly

Basic Qualifications:

• Bachelor’s degree in general medical and health services or a related field.
• Skilled in MS Office.
• Knowledge of meeting minutes/summary reports, meeting coordination, travel planning, and calendaring.

Minimum Qualifications:

• Ability to multi-task and pay close attention to detail.
• Excellent analytical, organizational and time management skills.
• Strong communication skills, both oral and written.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

This position is contingent upon contract award.