Administrative Specialist (51006)

Background:

The National Institute of Allergy and Infectious Diseases (NIAID) Laboratory of Clinical Immunology and Microbiology (LCIM) is at the forefront of the nations response to infectious and chronic immunological diseases. LCIM conducts critical research on the human immune system and its interaction with a broad range of pathogens supporting clinical animal and basic science research programs.

Position Objective: Provide services as an Administrative Specialist in support of the overall functions of the Laboratory of Clinical Immunology and Microbiology (LCIM) within the National Institutes of Health (NIH). This requirement supports Project #107909 and provides essential program management

and operational support to clinical research investigators conducting studies in infectious and neurological diseases. Due to the mission-critical nature of LCIMs research portfolio this support includes coordination of significant domestic and international travel procurement actions and complex administrative operations.

Duties and Responsibilities:

Administrative Coordination and Documentation

• Coordinate preparation and submission of administrative documents including:

o Travel requests and authorizations

o Professional service orders

o Requests for Sponsored Travel (NIH Form 348)

o Outside Activities (NIH Form 520)

o Official Duty Memoranda

o Leave authorizations

o Training requests

o Individual and mass mailings

o Correspondence reports and other required Federal forms

• Organize coordinate and administer administrative components of the assigned servicing area.
• Collaborate with program officials administrative offices budget staff and property management personnel.
• Serve as a point of contact between management and administrative budget and property staff.
• Provide direct administrative procedural and informational resource support to laboratory staff.
• Coordinate workflow to ensure timely completion of program deliverables.

Travel Management

• Assemble and submit domestic and international official duty travel authorizations orders and vouchers for laboratory staff in accordance with NIH and NIAID policies.
• Ensure compliance with Federal Travel Regulations (FTR) NIH travel policies and NIAID-specific guidance.
• Maintain documentation and tracking systems for travel actions.
• Monitor travel status and reconcile vouchers in a timely manner.

Procurement and Property Management Support

• Prepare and track purchase requests and procurement documentation.
• Maintain records related to oice procurements and reimbursements.
• Assist with inventory management and property accountability.
• Coordinate with property management officials to ensure compliance with Federal property regulations.
• Maintain spreadsheets and tracking systems for procurement and property actions.

Database and Records Management

• Develop maintain and update documentation databases and spreadsheets for:

o Personnel actions

o Budget tracking

o Travel activities

o Professional activities

o Project management tracking

• Maintain databases for tracking analyzing and reporting laboratory activities.
• Ensure accuracy completeness and compliance of all administrative records.

Program Operations and Process Improvement

• Provide guidance to laboratory staff regarding Federal guidelines and administrative procedures.
• Research and propose improvements to administrative procedures.
• Evaluate program operations through day-to-day observation and workflow analysis.
• Anticipate potential operational issues and identify inefficiencies.
• Develop and recommend practical solutions to improve program effectiveness and administrative efficiency.
• Coordinate special projects as assigned by management.

Basic Qualifications:

• Bachelors Degree required

Preferred 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.

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Qualified applicants will receive consideration for employment without regard to race color religion sex national origin disability protected veteran status or other characteristics protected by law.

This position is contingent upon contract award.