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Executive Assistant IV

Work Location

National Institutes of Health

Division of International Training & Research

Fogarty International Center

31 Center Drive, Building 31, Room B2C31

Bethesda, MD 20892

Clearance Requirements: Requires a Tier 1 Background Investigation.

Type of Employment: Full-time, 40 hours a week.

Contract Terms: Base year plus four (4) option years.

Estimate pay per hour: $37.41/hour comprised of $33.00/hour base plus $4.41/hour for benefits (Health/Welfare) *This is just an estimate and not the final pay rate.

Summary Of Duties:

The Executive Assistant IV (Admin 4) will perform administrative duties for executive management and relieve the executive of administrative-type functions in order to increase the time an executive has available for executive level responsibilities. This position requires the ability to perform all tasks of the other positions; but requires advanced computer and internet research skills, the ability to handle a wide variety of situations and conflicts involving the clerical and administrative function of the office.

This position will be responsible for confidential and time sensitive material. Prepares routine and advanced correspondence including letters, memoranda, and reports. Relies on experience and judgment to plan and accomplish goals.

The Executive Assistant IV will support the Division of International Training & Research as it administers research grants, training grants and fellowship programs at sites in more than 100 countries. Fogarty programs that build the research pipeline are anchored to peer-reviewed research grants and designed to be collaborative, long term and flexible. Nearly a quarter of Fogarty awards are made directly to robust research institutions in the developing world. The remaining grants support scientists at U.S. institutions who collaborate with colleagues abroad.

Working Hours

The Executive Assistant will normally work from 8:00 am to 5:00 pm, with a 30-minute lunch break, Monday through Friday, excluding Federal holidays.

Required Qualifications

• A college degree and four (4) years of related work experience.
• Ability to perform administrative duties for executive management.
• Ability to support senior level staff.
• Possess advanced computer and internet research skills.
• Ability to perform a variety of administrative functions.
• Responsible for confidential and time-sensitive material
• Prepares routine and advanced correspondence.
• Prior experience in a scientific research environment for large Federal Agency is preferred.
• Knowledge of Global Health Research is preferred.
• A comprehensive understanding of NIH, its organization and culture is also desired.
• Experience with Outlook, Microsoft Word, PowerPoint, and Excel spreadsheets (numerical and non-numerical formulae) and use of electronic databases, including database searches, must have strong public service skills, exemplary work ethic and professionalism, and the ability to work well in teams.
• Experience developing and modifying documents with Adobe Acrobat professional. The individual must be highly organized, motivated, have strong verbal and written communication skills, demonstrate attention to detail, be very comfortable with diverse software applications and environments and interested in joining a dynamic team of professionals.
• The work environment is an office setting and/or telework. A background in health, biology, or science would be given priority, and international experience and foreign language skills would be valued.

Duties and Responsibilities

Tasks supporting Division and extramural grants program functions to include the following:

• Provides administrative support to designated FIC extramural programs, under the direction of an assigned Program Officer. These programs may include Mobile Technologies and Health, Ecology and Evolution of Infectious Diseases, Global Environmental and Occupational Health, Health Disparities and the Social Determinants of Health, Climate Change and Health, or other new programs as the need arises.
• Provides routine and non-routine information and problem-solving support to grantees and the public in relation to assigned programs, in consultation with Program Officers.
• Assists in the development of assigned FIC program and supplement pay plans.
• Performs analytic tasks, including periodic portfolio analysis, analysis of accomplishments for specific IC partners, summary progress reports on overall program goals, and information to respond to data calls from NIH and congress.

Tasks to support the grants program function under the direction of a Program Officer:

• Provides data management support to the Program Officer, as described in the next section.
• Provides logistical support and coordination for scientific conferences and workshops.
• Schedules meetings as requested and arranges for meeting facilities and equipment.
• Assembles read-ahead packets for the participants in meetings and provides information to the participants.
• Assists with meeting activities on site or online, including trans-NIH, grantee working group, and large consortium meetings. Prepares agendas, takes notes (including on scientific content at a general level), and coordinates and communicates logistics and travel information for NIH attendees as requested. Should be comfortable with biological and clinical terminology.
• May be required to travel to domestic and/or international locations to provide in person support at network meetings related to program responsibilities such as international network meetings for the GEOhealth, mHealth, and/or GACD to provide in-Person support by helping with meeting planning, facilitation, note taking, and coordination of NIH staff travelling to the meeting.
• Coordinates progress report meetings between grantees and their respective programs and science officers from across NIH.
• Assists assigned Program Officer in communicating with internal NIH partners and extramural grantees. Good writing and communication skills expected.
• Supports budget planning related to assigned programs including tracking the flow of money from various federal sources into extramural programs (co-funding) in close consultation with the Program Officer.
• Provides support to the assigned Program Officer for the development and review of grant program announcements. Attention to detail and basic editing skills expected.
• Manages and updates internal NIH shared files for assigned programs through platforms like Microsoft Teams and SharePoint.
• Provides support to Program Officers within the division during submission of FOAs and Notices through the NIH publication review process.

Performs the following data management functions:

• Performs paper and electronic file creation, maintenance, and disposal in compliance with Federal and NIH regulations. Supports applications and award processing, tracking and reporting in a variety of databases and media. Should be familiar with Excel. Familiarity with NIH databases (QVR, FOAM, RePORTER, CareerTrac, iReport) and analysis tools would be preferred.
• Creates and maintains specialized spreadsheets to facilitate budget planning, including preparation of pay plans under the direction of the Program Officer. Maintains data in local databases and prepares reports.
• Performs data entry and processes actions in extramural-related databases.
• Queries material or data from databases and runs reports.
• Tracks and reports on competing and non-competing applications and awards.
• Assembles and provides data to management or staff upon request.

Provides the following types of general office support:

• Maintains a series of program-specific email listservs to communicate with the extramural community around the world and internally at NIH.
• Initiates and responds to email, telephone, and letter inquiries and provides requested materials for assigned programs.
• Works with Program Officer and Grants Specialist to update program FAQ pages and works with communications office to update program webpages.

Performs the following office automation tasks:

• Uses advanced functions of multiple software applications.
• Uses spreadsheet software and download functions from central databases regularly for routine and specialized budget and program planning.
• Drafts and edits documents such as spreadsheets, correspondence, forms, and reports.
• Uses software functions to produce a wide range of documents that require complex formats such as graphics or tables within text, to edit and reformat electronic drafts, and to update or revise existing databases or spreadsheets.
• Maintains electronic calendars and scheduling as requested by Program Officers.
• Takes the initiative to learn other specialized NIH electronic systems, as appropriate to tasks.
• Drafts and edits program presentation slides (experience with PowerPoint)

COMPENSATION AND BENEFITS: