Office Assistant - GAP Solutions : Job Details

Position Objective: Provide services as an Office Assistant in support of the overall functions of National Library of Medicine within the National Institutes of Health (NIH). Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the User Services and Collections Division of the National Library of Medicine. The primary objective is to provide services and deliverables through the performance of office assistant support services. The assistant will provide computer and web support; purchasing, communications and office management support; coordinate and perform all travel related activities for USCD staff and serve as a primary timekeeper for the USCD.

Duties and Responsibilities:

+ Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks

+ Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities

+ Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office

+ Provide high-level administrative task support within the Branch

+ Serve as primary timekeeper for an LO division and back-up timekeeper using ITAS timekeeping system

+ Responsible for regularly performing timekeeping audits and reconciling errors

+ Coordinate inter-office activities; inform staff when issues concerns arise, so that proper actions can be taken

+ Keep government abreast of all commitments via the maintenance of daily calendar

+ Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project

+ management

+ Handle all incoming and outgoing communications for general email box

+ Research and propose new administrative procedures

+ Stay abreast of and implements current regulations, policies and procedures; update staff on relevant information

+ Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained

+ Develop and maintain Standard Operating Procedures SOPChecklists of general processes, procedures and activities

+ Understand and following Government Travel Regulations

+ Plan and complete various special projects

+ Provide status reports on the progress on managing these projects activities and collaborating with appropriate staff

+ Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff

+ Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues

+ Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis

+ Proactively develop and maintain list of common travel events

+ Assists with and troubleshoot travel challenges on behalf of the travelers

+ Monitor travel order approvals for travelers, communicate approvals to traveler and process travel vouchers for reimbursement

+ Facilitate logistical arrangements for in-person and on-line meetings and teleconferences

+ Process all logistics associated with travel requests to include hotel, air, and rental car, etc; serves as a customer service liaison between the traveler and the travel agent

+ Review and update SharePoint, NLM Wiki, and NLM Jira sites 5

+ Assist with maintenance of documentation and files on the NLM website and NLM Wiki

+ Develop, maintain and update spreadsheets for personnel, budget and travel actions

+ Develop and manage databases as needed to track protocol metadata and quality control checks

+ Communicate with Division staff for edits revisions to the personnel list and phone directories; distribute updates within and out of PES

+ Maintain office records including office procurements and reimbursement procedures 1

+ Oversee inventory of office supplies 2

+ Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items 3

+ Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner 4

Basic Qualifications:

+ Associate's degree in General Business, Business Management and Administration, or a related field.

+ Certified Administrative Assistant

+ Skilled in Concur, WebEx, ITAS, SharePoint, MS Office

+ Experienced in Executive level support, Travel planning and knowledge of Federal Travel Regulations.

+ Experienced in Customer Service, Timekeeping, and project planning.

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 [email protected] . 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.

**Requisition ID:** 7157