Highlight Technologies, LLC

  • Administrative Assistant

    Job Locations US-MD-Bethesda
    ID
    2020-1263
    Category
    Administrative/Clerical
    Type
    Full-Time
  • About Highlight

    Know Way. Know How.

    For over ten years, Highlight has provided Development and Modernization, Secure IT and Mission Solutions for our federal government customers. We know the technology; we understand the way our customers and their stakeholders work; and we know how to implement industry best practices for development and services, delivering end-to-end solutions that minimize risk and maximize results.

    Overview

    Highlight Technologies 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 is able to 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.

    Responsibilities

    Perform Integrated Review Group (IRG) administrative services functions that include:

    • Support planning, coordinating, and establishing study section and SEP work priorities.
    • Provide information to IRG staff and others about policy and procedural changes.
    • Maintain meeting schedules and meeting schedule databases.
    • Schedule appointments and maintain the appointment calendars for IRG chiefs.
    • Provide telephone support.
    • Maintain performance milestone databases.
    • Prepare and coordinate Grant evaluation form preparation.
    • Prepare requests for CSR staff attendance at scientific meetings.
    • Coordinate travel arrangements.
    • Handle meeting travel reimbursement activities on behalf of CSR staff.
    • Assist new CSR staff with job in-processing activities including coordinating obtaining computer, phone, and building access.
    • Order supplies.

    In addition, interact with hotels in support of IRG study session/SEP meetings including:

    • arranging hotel meeting and sleeping accommodations.
    • solicit service quotes from multiple hotels in accordance with meeting specifications.
    • coordinate signatory activities.
    • coordinate room setups (both audio visual and refreshment setups).

    Provide 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.

    Review Meeting Assistance:

    • Monitor the meeting information section of Committee Management to ensure that CMO deadlines for completion (30-days) are met.
    • Check meeting rosters and all committee management addresses for accuracy and format consistency. Notify SRO and support staff of any necessary changes.
    • Check applications for compliance as requested during pre-meeting administrative review.
    • Ensure summary statement formatting is compliant as requested.
    • Enter information into the Committee Management module when asked.
    • Run Meeting One & Real time.
    • Monitor application conflicts.
    • Ensure all Pre & Post conflict of Interest forms are signed.
    • Ensure meeting minute is signed by SRO and Chair.
    • Clean up meeting room after meeting and making sure all paper is in boxes to be shredded.

    Qualifications

    • U.S. Citizenship.
    • Public Trust eligibility.
    • Bachelor’s degree.
    • 1-5 years of experience in an administrative assistant and customer support position.
    • Knowledge of Microsoft Office Suite and SharePoint.
    • Technical skills: personal computer, computer peripheral equipment.

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