Administrative Assistant I

Duties and responsibilities:

  • Generic clerical and customer service duties such as greeting and directing visitors, fielding phone calls, scheduling meetings, responding to callers, taking minutes, composing memos, transcribing, developing presentations, generating reports, filing,  and monitoring invoices and expense reports.Conduct research and data Entry

  • Additional duties may include filing, faxing and other similar tasks

Minimum Qualifications:

  • Basic computer skills to include MS Outlook, MS Excel. and MS Word.

  • High School diploma or GED is required

  • Ability to pass background screening.
     

 Administrative Assistant II

Duties and responsibilities:

  • Administrative and office support activities that require an ability to multi-task and assist multiple NIH employees at once.

  • Clerical and Customer Service duties such as greeting and directing visitors, fielding phone calls, scheduling meetings, responding to callers, taking minutes, composing memos, transcribing, developing presentations, generating reports, filing, and monitoring invoices and expense reports.

  • Advanced word processing and spreadsheet management.

  • Reviewing and disseminating memorandums to staff; conducting documents control for routing through office; preparing purchase request for small purchases, reviewing draft policies, standard operating procedures, and memorandums for grammar and format; coordinating travel and submitting data into Concur; compiling equipment requirements for office staff (e.g., laptops, printers, monitors); preparing training requests; and preparing matrix of office needs.

Minimum Qualifications:

  • Advanced computer skills are required preferably with MS Office Suite, SharePoint, and Concur

  • High School diploma and two (2) year of related work experience – NIH experience preferred.

  • Ability to pass background screening.

 

Administrative Assistant III/  Executive Assistant

Duties and responsibilities:

  • Provide complex administrative support to top level executives.

  • May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office

  • Responsible for confidential and time sensitive material

  • Prepares routine and advanced correspondence including letters, memoranda, and reports applying advanced word processing and spreadsheet management skills.

  • Research and summarize results in a timely and thorough manner.

  • Review and disseminating memorandums to staff; conducting documents control for routing through office; preparing purchase request for small purchases, reviewing draft policies, standard operating procedures, and memorandums for grammar and format; coordinating travel and submitting data into Concur; compiling equipment requirements for office staff (e.g., laptops, printers, monitors); preparing training requests; and preparing matrix of office needs

  • Generic clerical skills such as greeting and directing visitors, fielding phone calls, scheduling meetings, responding to callers, taking minutes, composing memos, transcribing, developing presentations, generating reports, and monitoring invoices, filing,  and expense reports

Minimum Qualifications:

  • Advanced computer skills with advanced level knowledge of MS Excel, MS Work, MS Outlook, SharePoint.

  • A college degree and four (4) years of related work experience or a high school diploma and eight (8) years of related work experience.

  • Ability to prioritize and handle multiple responsibilities with minimum supervision.

  • Candidate should have the ability to work well with all levels of management and staff

  • Prior work in a scientific research environment for a large Federal agency, as well as a firm knowledge of business administration is desired

  • A comprehensive understanding of NIH, its organization and culture preferred.

  • Ability to pass background screening.

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