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Company

GAP Solutions, Inc. · 6 days ago

Office Assistant

Chevy Chase, MD

Full-time

Remote

Entry Level

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Responsibilities

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

Coordinate inter-office activities; inform staff when issues 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

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 SOPChecklists of general processes, procedures and activities

Understand and following Government Travel Regulations

Plan and complete various special projects

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

Research information requested 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

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

Review and update SharePoint, NLM Wiki, and NLM Jira sites

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 revisions to the personnel list and phone directories; distribute updates within and out of PES

Maintain office records including office procurements and reimbursement procedures

Oversee inventory of office supplies

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

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

Qualification

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ConcurWebExITASSharePointMS OfficeTimekeepingTravel planningFederal Travel RegulationsProject planningTime management skills