Admin - Specialist

Job ID: 24-01156 Administrative Specialist Bethesda, MD (NIH) MUST: Experienced Administrative Specialist 8+ years professional experience 4+ years administrative support level experience Preferred to Have prior NIH experience providing administrative support in a team environment Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint) Experience with E2 travel Knowledge of NIH procurement, travel and administrative systems Possess the knowledge of standard office administrative procedures and the ability to read and follow written instructions Have a keen attention to detail and be extremely organized Exhibit exceptional communication and interpersonal skills Be able to work on multiple projects simultaneously and have the flexibility of working both collaboratively and independently Have a strong ability to identify and anticipate needs DUTIES: Provide services to the Division of Intramural Research (DIR), National Institute on Deafness and Other Communication Disorders (NIDCD) The position is located in the Intramural Research Administration Branch Coordinate the preparation of a variety of items such as travel authorizations, approvals, and vouchers, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, training requests, individual/mass mailings, correspondence, reports and various forms Serve as a primary point of contact on HR activities within DIR. Provide advice on appropriate appointment and pay mechanisms and recruitment tools as applicable to meet the requirements of specific situations Review and prepare all human resource packages before submission to the Administrative Officer (AO) and provide advice to program personnel on HR regulations and policies Handle and process personnel actions including FTE, non-FTEs, Guest Researchers, and Special Volunteers Initiate and complete all appropriate paperwork, onboard and offboard laboratory staff members, primary point of contact for administrative matters, etc Keeps abreast of personnel policies and procedures Arrange and coordinate all activities applicable to domestic, foreign, sponsored, and local travel for staff while adhering to all applicable NIH and federal guidelines using applicable NIH federal systems such as Concur Government Edition (CGE) Correspond with the Division of International Services (Client) and Fogarty International Center (FIC) regarding VISA, passport, and international travel related issues Provide guidance to Principal Investigators (PI) and staff regarding the complex aspects of foreign and domestic travel Report conferences as required by the Office of Financial Management (OFM) *Quadrant, Inc. is an equal opportunity and affirmative action employer. Quadrant is committed to administering all employment and personnel actions on the basis of merit and free of discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or status as an individual with a disability. Consistent with this commitment, we are dedicated to the employment and advancement of qualified minorities, women, individuals with disabilities, protected veterans, persons of all ethnic backgrounds and religions according to their abilities.