U.S. Department of Health and Human Services (HHS)

National Institutes of Health (NIH)

National Heart, Lung, and Blood Institute (NHLBI)

STAFF ASSISTANT

OFFICE OF THE SCIENTIFIC DIRECTOR

The National Heart, Lung, and Blood Institute (NHLBI) provides global leadership for a research, training, and education program to promote the prevention and treatment of heart, lung, and blood diseases and enhance the health of all individuals so that they can live longer and more fulfilling lives.

The mission of NHLBI’s Division of Intramural Research (DIR) is to perform robust scientific and clinical research leading to a better understanding of biological and clinical pathology. With over 60 Principal Investigators and 9 Core Facilities, the DIR is a substantial research program which requires strong scientific and administrative leadership to advance our ambitious goals.

The Office of the Scientific Director (OSD) is responsible for programmatic oversight, review, and administration of the DIR program at NHLBI. The OSD’s portfolio is broad, encompassing executive support, administrative services, conference management, and the Board of Scientific Counselors annual review.

We're looking for a dynamic administrative team member with a proactive approach to support the day-to-day processes within the OSD. This full-time, direct-hire contract position will report to and receive guidance from the OSD Chief of Staff (COS) and will have the opportunity to interact with scientific, clinical and administrative personnel while performing a myriad of critical administrative duties in a fast-paced, executive office.

REQUIRED SKILLS AND BACKGROUND:

• BA/BS degree or higher;
• No less than 3 years of professional experience;
• Must be a self-motivated, highly dependable individual with a positive “can do” attitude, who offers exceptional service and routinely goes the extra mile;
• Highly organized, adaptable, communicative, and excellent at keeping projects on track;
• Natural problem-solver who uses critical thinking skills to anticipate problems and develop solutions;
• Flexible to handle a variety of tasks across a broad range of areas, learn new areas quickly, prioritize workload while considering changing needs, independently set deadlines and complete projects effectively;
• Outstanding attention to detail, accuracy and quality;
• Must be a team player and must be able to provide examples of this in either a prior professional setting or elsewhere;
• Strong knowledge and experience with the Microsoft Office suite;
• Understands, supports and adheres to NHLBI’s policies, philosophy and procedures;
• Adherence to the highest ethical standards working with sensitive information with absolute discretion.

ABOUT THE POSITION:

The Staff Assistant will serve as a vital member of the OSD and support a variety of tasks and projects. As such, we want you to jump in, collaborate, and take action on the many diverse tasks and projects that come your way. We need someone who thrives with autonomy, seeks information resourcefully, and implements projects seamlessly. To do so, the individual will:

• Provide direct support to the Scientific Director (SD) and Associate Scientific Director (ASD): schedule meetings, coordinate calendars, task management, time management; create agendas and handouts for collaborative weekly meetings; draft communications, e-mails, and memos; prepare travel authorizations and vouchers for domestic, international and sponsored travel according to federal travel regulations. (30%)
• Contribute to the OSD shared portfolio through frequent communication and planning, coordination, ideation, and content creation. Work closely with colleagues to continue to grow the portfolio concept by identifying other common tasks/responsibilities that could benefit from multiple perspectives, input from different roles, and/or resources and support. (15%)
• Assist with all aspects of the annual Board of Scientific Counselors (BSC) review process. (15%)
• Assist in coordinating special projects and meetings on behalf of the SD, ASD or COS: participate in project-based meetings; collect and prepare information for meetings; design and produce complex documents, reports, and presentations; compose and prepare correspondence. (10%)
• Serve as a liaison on behalf of the OSD; handle communications with persons or groups within and outside of the NHLBI Division of Intramural Research (DIR); respond to data calls requiring DIR information. (10%)
• Assist with general meeting management, scheduling conference rooms, preparing purchase orders, coordinating facility access requests, submitting service desk tickets, updating distribution lists, records management, timekeeping, etc. (10%)
• Prepare personnel packages for appointments, renewals, and terminations for assigned staff; obtain required documentation from staff and approvals from all levels of organization as necessary. (5%)
• Manage additional miscellaneous administrative duties as assigned (5%).

SCOPE:

• This position does not supervise any employees.
• This position does not manage a budget.
• This position is eligible for hybrid work, but must be able to report on site at least 2 days per week.

KEY REQUIREMENTS:

* U.S. Citizenship or Permanent Residency requirement must be met by closing date.

* Position is subject to a background investigation.

DETAILS:

The role is located on the main NIH campus in Bethesda, Maryland and is bus/bicycle/metro accessible. Some additional details are:

• Employment type: contract position, full-time.
• Salary range: $60,000-80,000/year (commensurate with education and experience).
• Benefits: health, dental, and 401(k) benefits available.
• Work alongside a supportive and innovative leadership team and colleagues within organizational systems that strive toward being a learning organization.

We strongly encourage applications from Black, Indigenous, and People of Color (BIPOC), people who identify as LGBTQIA+ and non-binary, people living with disabilities, and people from marginalized communities. We are happy to talk further about steps we’ve taken to integrate Equity, Diversity, and Inclusion values into our workplace.

Job Types: Full-time, Contract

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location

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