POSITION INFORMATION
Overall Position Summary and Objectives The purpose of this position is to provide administrative and technical editorial support to the Laboratory of Molecular Biology and Immunology
Minimum Education
Bachelor's
Resume Max Pages
15
Additional Qualifications
Certifications & Licenses
Bachelor's Degree (Business Management and Administration)
Skills (Ranked By Priority)
Experience in organizing information and gathering information related to the development of reports and manuscripts.
Proficiency proofreading and editing business, technical or scientific documentation
Executive level support
Calendaring
1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked
Software
MS Office
Field of Study
General Business
DELIVERABLES
Work products and documents related to maintenance of Laboratory Chief's Curriculum Vitae and Bibliography. - Ad-Hoc
Work products and documents related to travel and personnel packages - Ad-Hoc
Computer generated work including: tracking and/or maintaining a database on new publications and manuscripts published by the Lab Investigators - Ad-Hoc
Work products related to generating documents and assigned material including reports, memorandums, collaboration and/or reference letters. - Ad-Hoc
Work products and documents related to NIA Board of Scientific Counselors Meeting. - Ad-Hoc
Work products and documents related to internal personnel operations, requests, and packages. - Ad-Hoc
STATEMENT OF WORK DETAILS
functional responsibility
Provides support for various procurement and administrative tasks.
Maintain an overall bibliography of papers published by the Laboratory of Molecular Biology and Immunology (LMBI) Investigators.
Respond to routine and non-technical requests for information available from files or office records.
Work with the Laboratory of Molecular Biology and Immunology (LMBI) Principal Investigators and Laboratory Manager to gather and draft materials in preparation of the Board of Scientific Counselors (BSC) meetings as necessary.
Use a variety of communication tools (telephones, voice mail and email), type memos, correspondence, manuscripts, etc., collect and distribute information when required
Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
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.
Provide administrative and technical editorial support to the Laboratory Chief under the direction of the Laboratory Manager.
Provide administrative and technical support for all members of the Laboratory with various administrative duties, data calls, etc. as needed, under the direction of the Laboratory Manager.
Maintain and regularly update the RESUME and Bibliography of the Laboratory Chief, updating new publications, talk titles, and PMC numbers as needed.
Acts as point of contact with management and administrative, budget and property management staff.
Ensures the Laboratory Chief's manuscripts are submitted through the manuscript clearance and publication system (MAPS) and works with individual authors as directed to ensure full compliance.
Functions as the primary point of contact for submitting published manuscript files to the NIH National Library of Medicine's PubMed-Central (PMC) archive.
Track and maintain a database of all submissions to ensure that they appear on schedule and in satisfactory format; routinely access NIHMS to track status and progress of manuscripts; follow-up as necessary.
Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
Serves as the primary Editorial Assistant. Specific duties include transcribing documents and ensuring for accuracy, consistency, and in accordance with standard editing practices, and NIH regulations and policies.
Provides guidance to staff on Federal guidelines and procedures.
Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
Assists with drafting, preparing, reviewing, formatting, and submitting documents to include but not limited to: manuscripts, memorandums, recommendation letters, letters of reference, personnel and travel memos, forms. meeting announcements, and internal and external communications. Ensures adherence to government rules and regulations.
Prepares inventory and purchase requests and assists with property management.
Ensures submission and tracking of payment to journals for publication of manuscripts.
Maintain office records including office procurements and reimbursement procedures.
Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
Enter requests for office supplies using POTS.
Coordinates with management on special projects.
Establish priorities for completing his/her office duties to meet time constraints as outlined by the Laboratory Manager.
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.
Researchers and proposes new administrative procedures.
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.