Staff Assistant

Job Type

Full Time
Contract

Salary

Minimum: $56,000
Maximum: $66,000

Published

05/23/2018

Address

9000 Rockville Pike
Bethesda
MD
20892
United States

Description

Heart disease: the #1 killer of both men and women in the United States. Utilize your skills in business administration to help us solve this—and other public health issues—by joining the Office of Intramural Management (OIM) within the National Heart, Lung, and Blood Institute at the National Institutes of Health!


All About You


  • You’re a self-motivated helper, who offers exceptional service and routinely goes the extra mile.
  • You take pride in your administrative prowess: you’re organized, adaptable, communicative, and excellent at keeping others on track.
  • You’re a natural problem-solver who uses your critical thinking skills, good judgment, and common sense to determine when to escalate or handle tasks on your own.
  • You establish relationships easily and use others within your team as resources to get the job done. You work just as well independently as you do with others.
  • You take initiative on projects without being asked. You can hold your own and confidently handle tasks under limited supervision and direction.



About the Position


We provide world-class support to world-class scientists and clinicians investigating such critical areas as pulmonary functionality, aplastic anemia disease, and cell biology, and we're looking for a dynamic administrative team member with a proactive approach to support the day-to-day processes within the Central Operations Branch (COB), OIM.


You’ll serve as a vital member of COB, whose wide portfolio spans internal communications, human capital, executive services, and financial and business management of our intramural research program. As such, we want you to jump in, collaborate, and take action on the many diverse tasks and projects that come your way. We need someone who thrives with autonomy, seeks information resourcefully, and implements projects seamlessly, to ensure everyone in the Office of Intramural Management has the resources, knowledge, and tools they need to their job well. To do so, you’ll:


  • Work harmoniously with administrative staff across NHLBI; report to and receive guidance from the COB chief.
  • Schedule meetings, maintain the Outlook calendar, and assist with task management for the OIM director; assist the director in time management and task completion; create agendas and handouts for collaborative weekly meetings.
  • Serve as a liaison on behalf of the OIM director, COB chief, and other senior members of OIM; handle communications with persons or groups within and outside of the NHLBI Division of Intramural Research (DIR); respond to data calls requiring DIR information.
  • Manage the lifecycle planning and coordination of OIM all-staff events throughout the year, including soliciting and confirming speakers, configuring room setup and reservations, and creating agendas; assist staff in scheduling meetings and booking conference rooms.
  • Prepare HR packages for the appointments and renewals of staff; craft necessary memos and obtain the required documentation and signatures.
  • Oversee and process equipment and supply order requests for OIM.
  • Assist in coordinating special projects and meetings on behalf of senior leaders within the OIM, such as managing telework coordination and emergency designations of all division staff, overseeing updates and requests regarding wireless devices across the division, and implementing pre-existing OIM programs (e.g. job shadowing, mentorship, professional development opportunities).
  • Assist branch chiefs in providing orientation to new staff members on NHLBI policies and procedures; schedule 90-day and 1-year meetings between new staff and the OIM director.
  • Manage the content of COB and OIM management team SharePoint sites and the intranet site; oversee all content updates to the OIM director’s whiteboard, such as employee phone listings, directories, calendars, emergency contact information, and escalation lists.
  • Serve as the technical assistant on training resources; input OIM staff training requests into the online registration portal and route for final approval to an administrative officer.
  • Oversee the printing and/or ordering of business cards for approved personnel; send templates to requestors for review; print and send business cards once completed.
  • Assist in the completion of annual staff surveys for OIM; collaborate with in-house IT personnel to build, edit, and revise surveys.
  • Check and distribute mail for the office; organize, maintain, and update physical and electronic shared files; ensure that all files are easily accessible for others.
  • Other duties on behalf of the OIM, as assigned.


Necessary Background


  • BS or BA degree in any field;
  • Strong critical thinking and creative problem-solving skills;
  • Resilient personality with a high level of social skills to deal effectively and persuasively with all levels of an organization;
  • Highly organized and structured while working in a dynamic environment.


Details


This full-time, contract position is located on the main NIH campus in Bethesda, Maryland and is bus/bicycle/metro accessible. We offer all mandatory training needed to understand the federal processes, policies, and systems involved in this role. Some additional details are:


  • Employment type: contract, full-time
  • Job functions: business, administration
  • Salary range: $56,000-$66,000
  • Salary: based on education/experience
  • Benefits: health and wellness benefits available;
  • Other flexibilities—such as telework or an alternate work schedule—may be made available after 6 months.

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

To be considered, please submit your resume and cover letter to OIM.recruit@nih.gov with the subject heading of OIM Staff Assistant. Candidate submissions will be accepted on a rolling basis.

We are an equal opportunity employer, and we actively prohibit discrimination and harassment of any kind. We strongly encourage people of color, LGBTQ+ people, immigrants, women, and people who are differently-abled to apply. Interested candidates must be a U.S. citizen or permanent resident authorized to work in the U.S.


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