Administrative Analyst Jobs

Axle Informatics is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).

Axle is seeking a highly ambitious, adaptable, structured, and detail-oriented Administrative Analyst to join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute on Aging (NIA) located in Bethesda, MD.

Overall Position Summary And Objectives

This role will provide administrative support to the Office for Strategic Development and Partnerships in the Division of Neuroscience. Administrative support will include, but is not limited to coordinating meetings, scheduling meetings and events, assisting with preparation and distribution of meeting materials, and the development and tracking of administrative forms.

Work Details

• Communicate with Division staff for edits/revisions to the personnel list and phone directories; distribute updates within and out of PES. 3
• Extract and consolidate pertinent information.
• Work with staff on creation and preparation of presentations and slides ; provide task support for presentations and/or handouts (copy, print, distribute, etc.).
• Maintain office records including office procurements and reimbursement procedures.
• Coordinate meetings, conference calls, seminars, workshops and courses for staff; schedule conference rooms. 2
• Schedule and maintain tracking system for all activities.
• Updates databases and spreadsheets and creates reports for management.
• Maintains inventory and initiates purchase requests.
• Contact participants and notify them of topics to be discussed.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Keep government abreast of all commitments via the maintenance of daily calendar.
• Update/maintain shared calendars; rearrange calendar to accommodate situations of an urgent nature. 4
• Conduct computerized searches of library references, scientific publications and other databases;
• Schedules and maintains an accurate tracking system of all activities.
• Arranges conferences and meetings and contacts attending professionals, makes travel arrangements, maintains complex schedules and calendars, and advises staff on the most effective method and format of presentations.
• Review and summarize the content of incoming materials, specially gathered information, or meetings.
• Provide high-level administrative task support within the Branch.
• 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.
• Provide status reports on the progress on managing these projects/activities and collaborating with appropriate staff.
• After meetings, review the folder/notes for items requiring follow-up action; summarize and distribute minutes
• Oversee inventory of office supplies.
• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization and prioritization of tasks.
• Provides executive expertise needed to coordinate, improve, and oversee the overall functioning of the office.
• Prepare agendas, handouts and background materials.
• Coordinate inter-office activities; inform staff when issues/concerns arise, so that proper actions can be taken.
• Organize scientific articles and materials.
• Establish and prioritize meetings appointment priorities, or reschedule or refuse appointments or invitations. 5
• Develop and/or complete forms and prepare for staff’s signatures. 1
• Plans and completes various special projects.
• Stays abreast of and implements current regulations, policies and procedures, and updates staff on relevant information.
• Schedule room and audio visual reservations.

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Associate's

Additional Qualifications

Field of Study

• Other Foreign Languages

Software

• MS Office

Skills

• Meeting coordination
• Calendaring
• Scheduling
• Meeting minutes/summary reports
• Project management, website content management

Benefits

• Employee Referral Bonus
• Healthcare (FSA)
• Transportation Reimbursement Account (TRN)
• 401K Matching
• Paid Time Off (Including Holidays)
• Educational Benefits for Career Growth
• 100% Medical Dental & Vision Coverage for Employees
• Flexible Spending Accounts
• Dependent Care Assistant Program (DCAP)
• Profit Sharing
• Parking Reimbursement Account (PRK)

The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

Accessibility If you need an accommodation as part of the employment process please contact [email protected]

DisclaimerThe above description is meant to illustrate the general nature of work and level of effort being performed by individual’s assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.