Administrative Specialist II

Position Objective: The Administrative Specialist II is in the Fogarty International Center (FIC) Office of Administrative Management and International Service (OAMIS) within the National Institutes of Health. The FIC requires operations support services to assist in areas such as budget support, procurement coordination, property and facility management, general administration, and program management support.

Duties and Responsibilities:

The contractor shall provide non-personal services to assist federal staff in carrying out mission-related administrative operational activities. Work will be performed under general direction of government personnel including:

Budget and Financial Support:

• Assist in the preparation, tracking, and monitoring of budget data and expenditures.

• Compile and analyze financial data to support budget planning and execution.

• Prepare draft reports on spending trends, projections, and variances for government review.

• Support development of budget documentation, including spreadsheets and supporting materials.

• Track obligations and expenditures and identify discrepancies for government attention.

Procurement and Contract Support:

• Assist in preparing procurement request packages, including draft specifications and supporting documentation.

• Conduct market research and compile vendor information for government consideration.

• Track purchase requests, delivery status, and maintain procurement records.

• Assist in monitoring contractor performance and documenting compliance with contract terms.

• Maintain vendor lists and procurement files.

• Prepares inventory and purchase requests and assists with property management.

General Administrative Support:

• Provide administrative coordination support across functional areas such as travel, property, space, and logistics.

• Prepare and maintain administrative records, reports, and tracking systems.

• Assist with time and attendance tracking and personnel-related administrative processes.

• Coordinate office operations, including scheduling, correspondence, and document management.

• Provide support for facilities, construction oversight, and space management activities by tracking construction and maintenance project data, coordinating activities across stakeholders, monitoring construction progress, and assisting with oversight of ongoing facility improvement efforts.

• Provides guidance to staff on Federal guidelines and procedures.

• Acts as point of contact with management and administrative, budget and property management staff.

• Research and proposes new administrative procedures.

• Review existing administrative procedures, recommend and update as need to align with current business practices.

• Manage Government Furnished Equipment (GFE): handle issuance, retrieval, accountability, and property record updates

Travel and Logistics Support:

• Coordinate travel arrangements (domestic and international) in accordance with applicable regulations.

• Prepare travel documentation and vouchers for review by government personnel.

• Provide guidance to staff on travel procedures based on established policies.

• Data Analysis and Reporting:

• Compile, analyze, and present administrative and financial data in reports and briefings.

• Develop recurring and ad hoc reports to support management decision-making.

• Maintain databases and tracking tools for administrative programs.

Process and Procedure Support:

• Research applicable regulations, processes, and procedures and summarize findings.

• Assist in drafting standard operating procedures (SOPs), guidance documents, and administrative processes.

• Provide recommendations for process improvements based on analysis of existing workflows.

• Coordination and Communication:

• Coordinate with internal staff and external stakeholders to gather information and support administrative processes.

• Prepare draft communications, briefings, and correspondence for government review.

• Support meetings by preparing agendas, minutes, and follow-up tracking items .

Qualifications

Basic Qualifications:

• Bachelor's Degree required

• Experience applying structured methodologies, quality assurance processes, customer service practices, effective personnel and resource allocation, and risk management to ensure high-quality, on-time performance and successful project outcomes.

• Experience delivering comparable projects through a thorough understanding of SOW objectives, task requirements, logistics, scheduling, and resource planning, supported by organizational capacity to implement innovative, executable solutions, integrate emerging technologies, improve processes, and effectively address project challenges.

Preferred Qualifications:

• Ability to communicate effectively, orally and in writing, with non-technical and technical staff

• Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job, email us at [email protected] . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.

This position is contingent upon contract award.