Immersive Concepts is seeking a highly qualified individual for an Administrative Assistant position for the Center for Scientific Review (CSR), National Institute of Health (NIH). The ideal candidate is well versed in the use of word processing and data management software, has good written and verbal communication skills, has strong organizational skills, and can work independently with minimal supervision. Also important are attention to detail, the ability to prioritize work, and comfort in taking initiative.
This position carries out complex administrative assistant functions requiring situational analysis and decision making such as coordinating meeting space arrangements. Exercises independent judgment through making decisions based on specified policies, procedures, and guidelines. Interprets policies and guidelines and independently applies them as required in resolving complex work problems
Performs IRG administrative services functions that include supporting planning, coordinating, and establishing study section and SEP work priorities; providing information to IRG staff and others about policy and procedural changes; maintaining meeting schedules and meeting schedule databases; schedules appointments and maintaining the appointment calendars for IRG chiefs; provides telephone support; maintains performance milestone databases and prepares and coordinates Grant evaluation form preparation; prepares requests for CSR staff attendance at scientific meetings, coordinates travel arrangements, and handles meeting travel reimbursement activities on behalf of CSR staff; assists new CSR staff with job in-processing activities including coordinating obtaining computer, phone, and building access; and ordering supplies.
In addition, interacts with hotels in support of IRG study session/SEP meetings including arranging hotel meeting and sleeping accommodations, soliciting service quotes from multiple hotels in accordance with meeting specifications, and coordinating signatory activities, and coordinating room setups (both audio visual and refreshment setups).
Provide technical support via ZOOM for standard peer review meetings within the IRG.
Provides both pre and post study session/SEP meeting support. Pre-meeting support consists of compiling and keeping meeting rosters current. Post meeting support consists of creating annotated meeting rosters for SRO review and ultimate SREA processing.
Administrative Assistants also provide administrative support for the nomination slate preparation process for study sections and SEPs. These duties include identifying new and retiring study section/SEP members; collecting and compiling pertinent information for nomination slates; collecting signatures for completed slates tracking slate progress; making revisions to slates at CSR direction; and proofing and editing cover letters germane to the preparation of nomination slates.
Technical Skills Required
Personal Computers, Computer Peripheral Equipment, Knowledge of Microsoft Office Suite, SharePoint , ZOOM, WebEx, Cisco Jabber.
Between 1-5 years of experience in an administrative assistant or customer support position
Bachelor's degree in Public Health, Business Administration, Research, or Information Technology
About Immersive Concepts: Immersive Concepts, LLC is a minority-owned 8(a) and HUBZone-certified multi-discipline consulting firm. We pride ourselves in providing a broad range of top quality services to our customers including IT Strategic Management Consulting, Unified
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In meeting each goal, Immersive Concepts is dedicated not only to the resolution of complex problems but also to providing quality and timely service. While Immersive Concepts offers a broad range of services, we provide just one standard performance: Excellence
Immersive Concepts is an AA/EEO Employer - Minorities/Women/Veterans/Disabled and other protected categories.
As a government contractor, Immersive Concepts abides by the following provision.
Pay Transparency Nondiscrimination Provision
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of the other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c).
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