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Office Assistant

Bethesda, MD

(ID: 2024-8006)


Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).


Axle is seeking a Office Assistant to join our vibrant team at the National Institutes of Health (NIH) supporting the National Library of Medicine (NLM) located in Bethesda, MD.


Benefits We Offer:

  • 100% Medical, Dental & Vision Coverage for Employees
  • Paid Time Off and Paid Holidays
  • 401K match up to 5%
  • Educational Benefits for Career Growth
  • Employee Referral Bonus
  • Flexible Spending Accounts:
    • Healthcare (FSA)
    • Parking Reimbursement Account (PRK)
    • Dependent Care Assistant Program (DCAP)
    • Transportation Reimbursement Account (TRN)

Overall Position Summary and Objectives

Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the User Services and Collections Division of the National Library of Medicine. The primary objective is to provide services and deliverables through the performance of office assistant support services. The assistant will provide computer and web support; purchasing, communications and office management support; coordinate and perform all travel related activities for USCD staff and serve as a primary timekeeper for the USCD.

 


Deliverables:

 

 

 

Work Details:

 

  • Maintain office records including office procurements and reimbursement procedures. 1

  • Oversee inventory of office supplies. 2

  • Prepare purchase requests, maintenance agreement and draft justification for government signature of needed office supply items. 3

  • Collaborate with administrative staff to ensure that all purchase requests are filled in a timely manner. 4

  • Review and update SharePoint, NLM Wiki, and NLM Jira sites. 5

  • Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.

  • Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.

  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies and activities.

  • Provide executive expertise needed to coordinate, improve and oversee the overall functioning of the office.

  • Provide high-level administrative task support within the Branch.

  • Serve as primary timekeeper for an LO division and back-up timekeeper using ITAS timekeeping system.

  • Responsible for regularly performing timekeeping audits and reconciling errors.

  • Schedules and maintains an accurate tracking system of all activities.

  • Coordinate inter-office activities; inform staff when issues and concerns arise, so that proper actions can be taken.

  • Keep government abreast of all commitments via the maintenance of daily calendar.

  • Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.

  • Handle all incoming and outgoing communications for general email box.

  • Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.

  • Research and propose new administrative procedures.

  • Stay abreast of and implements current regulations, policies and procedures, update staff on relevant information.

  • Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.

  • Develop and maintain Standard Operating Procedures (SOP) checklists of general processes, procedures and activities.

  • Understand and following Government Travel Regulations Plans and completes various special projects.

  • Plan and complete various special projects.

  • Provide status reports on the progress on managing these projects and activities and collaborating with appropriate staff.

  • Research information requests and provide that information; maintain status of projects; follow up on actions through contact with office staff.

  • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.

  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis.

  • Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.

  • Proactively develop and maintain list of common travel events.

  • Assists with and troubleshoot travel challenges on behalf of the travelers.

  • Monitor travel order approvals for travelers, communicate approvals to traveler and process travel vouchers for reimbursement.

  • Facilitate logistical arrangements for in-person and on-line meetings and teleconferences.

  • Process all logistics associated with travel requests to include hotel, air, and rental car, etc.; serves as a customer service liaison between the traveler and the travel agent.

  • Updates databases and spreadsheets and creates reports for management.

  • Assist with maintenance of documentation and files on the NLM website and NLM Wiki.

  • Develop, maintain and update spreadsheets for personnel, budget and travel actions.

  • Develop and manage databases as needed to track protocol metadata and quality control checks.

  • Communicate with Division staff for edits and revisions to the personnel list and phone directories; distribute updates within and out of PES Maintains inventory and initiates purchase requests.

 


1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked



Minimum Education

Associate


Additional Qualifications:

 

Certifications & Licenses:

  • Certified Administrative Assistant

 

Field of Study

  • General Business

  • Business Management and Administration

 

Software

  • SharePoint

  • MS Office

  • Concur

  • WebEx

  • ITAS

 

Skills

  • Customer Service

  • Timekeeping and project planning

  • Oral and written communications skills

  • Travel planning and knowledge of Federal Travel Regulations

  • Executive level support

 


Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.


The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.


Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com


This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location.

#INDPSD

Salary Range

$68,000 - $80,000 USD

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