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 an up-to-date resume.

Responsibilities:

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms. 
• Provide information to program staff on policies and procedures for government travelers and invited guests. 
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members. 
• Enter, process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
• Coordinate all administrative aspects of special projects. 
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
• Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff.
• Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
• Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.
• Develop, maintain and utilize various administrative databases.
• Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all
  maintenance contracts for office equipment.
• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Serve as a 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.
• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project
  management.
• Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements, reimbursement, reimbursement procedures, and property.
• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.
• Coordinate staff responses to data calls from the Office of the Director.
• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of
  websites and the overall staff satisfaction with its content.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and
  reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.
• Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals.
• 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 functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
• Conduct project close out reviews to reflect current processes and identify areas for improvement.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.
• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or
  management to achieve greater economy and efficiency.
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions.
• Plan, coordinate, analyze, and evaluate administrative missions and operations; execute administrative and support functions; coordinate administrative management functions; provide key advice and guidance to staff in facilitating the performance of their responsibilities.
• Participate in office staff meetings and discussions pertaining to the activities encompassed in the administrative and management functions.
• Gather data from individual units within the organization; analyze requirements particular to one functional area; design implementation procedures to meet the overall needs of the organization; coordinate schedules, deadlines and methods of approach with management.
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency;develop recommended solutions.
• Provide advice and guidance for improvements; anticipate areas of concern or questions which must be addressed when making recommendations.
• Analyze effectiveness of administrative support for the office and recommend appropriate corrective measures
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
• Provide a variety of assigned activities such as compiling, retrieving and organization of information, data entry, researching references
  for projects, development and analysis of information to support decision alternatives
• Develop and maintain data including charts, graphs and reports reflecting effectiveness and efficiency standings and planned versus actual accomplishments of the office
• Prepare and edit reports, briefings, and other informational material designed primarily to report functions of the office; analyze and select facts that are drawn from different sources and synthesized into a unified presentation.
• Gather and analyze information about processes and programs; prepare reports, letters,and other documents for review and input for programs, policies, and activities.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• Update and maintain spreadsheets, databases, budget records and contact databases.
• Compile data and create and maintain slides for presentation utilizing computer programs.
• Organize weekly departmental meetings, take minutes, follow up on action items.
• Coordinate meetings, workshops and courses for staff; make arrangements for conference rooms and audio-visual requirements; prepare agendas and briefing materials
• Track, record and route manuscripts to reviewers.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Note commitments made by executive level during meetings and arrange for staff implementation.
• Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations
• Read outgoing correspondence for executive levels approval and alert writers to any conflict with the file or departure from policies or executive levels viewpoints; make recommendations to resolve problems that arise.
• In the executive levels absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues.
• Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts.

Qualifications:

• A Bachelor's degree and at least three years of related experience are required.
• Knowledge of organizational travel, budget and purchasing systems.
• Demonstrated experience in:
  • Travel planning 
  • Meeting coordination
  • Executive level support
• Knowledge of the Federal Travel Regulation 
• Familiarity with social media
• Proficiency in:
  • Microsoft Office
  • WebEx
  • ITAS
  • Concur
  • SharePoint

Benefits:

• Medical, Dental, & Vision Coverage
• Paid Time Off and Paid Holidays
• 401K/Profit Sharing Plan
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Referral Bonuses
• Employee Discount Program
• Merit Bonuses
• Employee Assistance Program
• Travel Assistance Program

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.