Technical Requirements:

• Perform general clerical assignments in support of office activities
• Assist with property management and procurement services
• Receives and directs callers and visitors, providing information about the organization and referring callers/visitors to appropriate office/person, assists with maintaining primary office line, arranges phone coverage schedule when needed, maintains phone tree for office meetings and conferences, Branch phone roster, web directory and intercom list
• Review domestic and foreign travel authorizations and vouchers to include sponsored travel
• Conducts thorough review of personnel action packets. Personnel packets include new appointments, renewals, terminations, credentialing, position adjustments or changes for FTE, non-FTE, and contract personnel. AT will follow SOPs and checklists to ensure all required documents are included in the package before submission to the Administrative Officer within established AMB timelines.
• Assist Administrative Office with budget reporting, travel, personnel, procurement, and other tasks related to overall program management.
• Provide communication with program areas and AMB staff.
• Assist with receiving and distributing mail daily, logs/stamps mail, arranges courier pickup, maintenance of FEDEX accounts.
• Serve as assistant to AMB Administrative Officers
• Assists with maintenance of conference room (opens/closes door, ensure conference room is left clean, provides reservations of conference room to requestors).
• Maintains office supplies for office, submits requests to order needed supplies.
• Maintains Self Service Store log, keeps receipts and records and files appropriately, maintains Metro fare cards and parking stickers and executes orders when supplies are low.
• Arranges Housekeeping/Maintenance for office space to include carpet cleaning, facilities, pest management, recycling program as well as ensuring open/close of facility and maintenance of supplies/equipment.
• Plans and arranges meetings, including securing space, preparing agendas, managing room and equipment setup, greeting and escorting meeting attendees around the building/office and campus grounds.
• Prepares memos and other correspondence for the Branch Chief/Deputy Chief’s signature.
• Basic knowledge of the use of office software (e.g., MS Outlook, MS Word, MS Excel, MS Access, MS PowerPoint).
• Responsible for sending monthly requests for employee performance data, collecting performance data and input of monthly employee performance data into MS Excel.
• Conducting administrative support systems and operational process training for new IAMB team staff, included but not limited to NED, Contract Cost Tracking and Invoice Burn Down spending, personnel packages and checklists, and the Personnel Tracker system and EOD Notifications
• Budget Execution and running monthly budget reports for multiple program areas, completing initial review reconciliation process before forwarding to senior admin staff. This work involves the use and application of higher-level analytical and strategic thinking skills.
• Creating agendas for and coordinating monthly meetings with Principal Investigators and their staff members; at these meetings, the full range of administrative support areas are discussed in depth including human resources, budget, procurement, travel, and property.
• Coordinates the critical task of entering receiving into our primary purchasing system at NIH (POTS) for goods and services that are received – payment to vendors cannot be made until the receiving work is entered.
• Ensures travel/conference request data is entered into our travel tracker system from the program areas when the monthly data calls are received
• Serves as backup tech for both EAMB and IAMB providing administrative service as needed
• Performs regular reconciliation of the master HCC listing on a bi-weekly basis for all the areas and programs that they support
• Performs monthly reconciliation of the master personnel listings for the areas they support in Personnel Tracker and reviews these with their AO