Position Overview

The Administrative Assistant will independently provide a wide range of administrative support services to satisfy the operational objectives of NIA/LBN, serving as a point of contact and resource on administrative and procedural matters for lab staff. Responsibilities include coordinating domestic, foreign, sponsored, and local travel; managing correspondence, mail, files, equipment, and supplies; preparing and submitting purchase requests; assisting with personnel packages, including Fellows and NIA IRP Summer Program packages; and supporting seminar and conference logistics for invited speakers and visiting professionals. A minimum of a high school diploma or GED is required, along with two years of experience in an office setting; experience in a health care setting is preferred. Candidates should be proficient in Microsoft Word and Excel and knowledgeable in operating standard office equipment.

Additional Qualifications

Software

• Microsoft Word
• Microsoft Excel

Skills

• Knowledgeable in the operation of standard office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file, and/or store both electronic and paper documents for future reference.
• A minimum of a high school diploma or General Education Development (GED) is required.
• Two (2) years of experience in an office setting; experience in a health care setting is preferred.

Deliverables

• Work products and documents related to providing the administrative activities and/or functions necessary for the efficient and effective operation and productivity of the lab.
• Work products and documents relating to the origination and processing of travel orders (Domestic, Sponsored, Foreign), including arranging flight, hotel, conference registration, auto (if applicable), and any other reservations.
• Work products and documents relating to the submission of personnel packages.
• Work products and documents relating to the submission of purchase requests.
• Work products and documents relating to the typing, editing, and submission of manuscripts.

Statement of Work Details

• Conduct the administrative activities and/or functions necessary for the efficient and effective operation and productivity of the laboratories.
• Answer phone calls and receive visitors to the lab.
• Establish priorities for completing office duties to meet time constraints.
• Serve as point of contact and support on a wide range of administrative tasks and as a resource on administrative and procedural matters relative to all lab staff.
• Identify issues or problems of a procedural or factual nature impacting administrative functions and work with relevant stakeholders to resolve these issues.
• Arrange and manage domestic, foreign, sponsored, and local travel for staff, including managing the lab's seminars, conferences, and professional meetings — which may involve making travel arrangements for staff and visitors (lodging, transportation, and site management).
• Use a variety of communication tools (telephones, voicemail, and email); type memos and correspondence; type/edit manuscripts; collect and distribute internal and external mail; and maintain office files, equipment, and supplies.
• Prepare and submit purchase requests for supplies and services.
• Assist in preparing/facilitating personnel packages, including but not limited to packages for Fellows and the NIA IRP Summer Program.
• Assist in setting up seminars, including scheduling, preparing agendas, reserving conference rooms, and related duties for invited speakers/visiting professionals (including travel arrangements and honorarium fees).
• Assist with Records Management duties.