Job details

Program Support Specialist

National Institute of Arthritis and Musculoskeletal Diseases - Intramural Research Program:

The Administrative Management Branch, IRP, NIAMS, needs contract administrative support. The individual will report to the Administrative Officer (AO), IRP and work on projects as directed.

Purpose and Objectives:

The Administrative Management Branch, IRP, NIAMS, needs a Program Support Specialist to support multiple principal investigators in the Intramural Program.

Tasks:

· Assists the Lab Staff with practical and technical aspects of office administration, to include procurement, human resources, office automation, timekeeping, and travel, and performs staff support work in each of these areas

· Coordinates issues related to the staff, facilities, and resources of each laboratory supported, including submission of POTS requests, request of quotes, receiving an uploading receiving documents for an FTE in the system, as needed.

· As travel planner, the candidate is responsible for the preparation of a high volume of domestic, foreign, sponsor and local travel in the Concur Government Edition (CGE) travel system. The process involves working with TMC to arrange flights, lodging reservations, communicating with sponsoring organizations to obtain needed information to complete travel authorization and submitting travel vouchers in a timely manner, per NIH and Federal Travel regulations.

· Coordinate staff responses for travel data call

· Prepare routine and advance correspondence including letters, memoranda, and reports.

· Performs a variety of human resource related duties to include, preparation of FTE (T42 appointments) and non-FTE (IRTAs, Visiting Fellows, and other non-FTE appointments) personnel packages for new and renewed staff, assistance with the recruitment, onboarding and offboarding processes

· Maintain a spreadsheet to follow up and keep track of in-progress and projected tasks related to personnel actions, (renewals, conversions, reassignments, departures), travel authorizations, and vouchers.

· Maintains an electronic “tickler” system to ensure deadlines are met on time and sends reminders to staff as deadlines approach

· Responds to requests for information from senior staff and PI’s; coordinates and assembles data to respond to inquiries from senior management, and provides guidance to staff on office and administrative procedures

· Coordinates the logistics of meetings for senior staff, such as scheduling a conference room, ensuring audiovisual support, copies are made, read-ahead packets sent out, meeting minutes, etc.

· Attends program, project meetings and training related to work duties

· Receives and directs visitors, notifies appropriate personnel of visitors’ presence and nature of business. Assesses need of escort and plans for those needs as necessary. Also, determines the level of importance and priority of visitors’ business.

· Provides general information to the public on the organization’s programs either in response to telephone inquiries or to incoming correspondence. Follows up as appropriate

· Develops and maintains filing systems. Retains and disposes files, charts, and information in accordance with policy and regulations.

· Serve as resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.

· Serve as timekeeper for lab staff.

· Perform other duties as assigned.

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Job Type: Full-time

Pay: $40,000.00 - $80,000.00 per year

Benefits: