Administrative Assistant

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH).
This position provides a competitive salary and comprehensive benefits.
If interested, please provide your most up-to-date resume.
Technical Requirements: Use electronic databases to conduct literature searches and make necessary requests to scientific libraries.
Create, organize, and maintain database of references.
Organize meetings, conference calls and consultations as necessary and record, transcribe and distribute minutes.
Design announcements and posters for publicizing lectures.
Assist with composition of scientific posters for presentations at lectures, meetings, and conferences.
Prepare complex foreign, domestic, local, and sponsored travel arrangements for all TGB staff, invited lecture speakers and Interviewees.
Which includes VISA and passport requirements for foreign travel.
Prepare travel vouchers to secure reimbursement for travelers.
Assist Chief, TGB by maintaining a comprehensive database of reports and project elements due by co-investigators and other LSS staff to ensure efficient and timely completion of work projects.
Assist Senior TGB staff with hiring process for Fellows and Special Volunteers including securing resumes, scheduling interviews, obtaining necessary documentation, and wind-down process upon the completion of their appointment.
Responsible for entering fellow stipend payments through the Fellowship Payment System.
Responsible for adherence to NIA desk reference guide for preparation and submission of documents regarding all new TGB appointments and new TGB hires within required lead time.
Responsible for new and renewal personnel packages.
Admin will assist in providing orientation to staff.
Coordinate all online requests from internal and external sources seeking to use data or human samples from the Baltimore Longitudinal Study of Aging (BLSA) and prepare request packages for the Data Sharing Proposal Review Committee to review and approve.
Create Institutional Review Board (IRB) and Office of Human Protection (OHP) submission charts using committee approved requests, Prepare Material Transfer Agreements (MTAs) for signature and execution.
Track and maintain a log of all agreements currently in place.
Maintain and update all NIA service contracts for TGB, including calling for service on machines, getting new quotes for upcoming service year, and processing paperwork through the federal electronic system.
Enter order information into POTS for purchasing.
Manage BLSA Director and Deputy Director’s calendar.
Assist BLSA Director and Deputy Director with administrative tasks for the Health ABC and GESTALT studies.
Assist Senior level staff with various administrative tasks.
Keep abreast of new and changing rules and regulations.
Meet and greet all visitors to TGB and personally escort them to meetings.
Provide office space, office furniture, new phone lines, computer equipment and supplies to new employees.
Assist new hires in obtaining building access.
Assist with completing complex purchasing documentation when placing orders over the $250,00 threshold.
Set up of BLSA Advisory Board, communicate directly with board members (quarterly).
Create publication lists for BLSA, Health ABC and the GESTALT studies.
Submit abstracts and manuscripts into MAPS for approval.
Responsible for confidential and time sensitive material.
Sole provider of administrative support for over 40+ LSS Staff.
Independently maintain the BLSA e-mail inbox.
Qualifications: A college degree and four (4) years of related work experience or a high school diploma and eight (8) years of related work experience are required.
Demonstrated writing and editing skills for scientific journals are a must.
Intermediate skills with Microsoft Office suite.
Experience with graphic design programs such as Adobe Illustrator or Microsoft Publisher preferred.
Effective communication skills, verbal and written, organizational and interpersonal skills necessary.
Must be flexible, a team player and possess a willingness to learn new skills.
Basic financial management skills important.
Attention to detail, good organizational skills, the ability to manage multiple tasks, and demonstrated problem solving skills.
May require lifting and/or carrying up to 25 pounds.
Prior experience in a scientific research environment for a large Federal agency is preferred.
A comprehensive understanding of NIH, its organization and culture is preferred.
Global Solutions Network, Inc.
(GSN) is an Equal Employment Opportunity (EEO) employer.
It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.