Administrative Assistant Level 2

(ID: 2026-3466)

Axle 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 Administrative Assistant to join our vibrant team at the National Institutes of Health (NIH) supporting the Baltimore, MD

Benefits We Offer:

• 100% Medical, Dental & Vision Coverage for Employees
• Paid Time Off and Paid Holidays
• 401K match up to 5%
• Educational Benefits for Career Growth
• Employee Referral Bonus
• Flexible Spending Accounts:
  • Healthcare (FSA)
  • Parking Reimbursement Account (PRK)
  • Dependent Care Assistant Program (DCAP)
  • Transportation Reimbursement Account (TRN)

Position Overview

The Administrative Assistant will independently provide a wide range of administrative support services to satisfy the operational objectives of NIA/LBN, serving as a point of contact and resource on administrative and procedural matters for lab staff. Responsibilities include coordinating domestic, foreign, sponsored, and local travel; managing correspondence, mail, files, equipment, and supplies; preparing and submitting purchase requests; assisting with personnel packages, including Fellows and NIA IRP Summer Program packages; and supporting seminar and conference logistics for invited speakers and visiting professionals. A minimum of a high school diploma or GED is required, along with two years of experience in an office setting; experience in a health care setting is preferred. Candidates should be proficient in Microsoft Word and Excel and knowledgeable in operating standard office equipment.

Additional Qualifications

Software

• Microsoft Word
• Microsoft Excel

Skills

• Knowledgeable in the operation of standard office equipment (computers, copiers, fax machines, labelers, etc.) to scan, file, and/or store both electronic and paper documents for future reference.
• A minimum of a high school diploma or General Education Development (GED) is required.
• Two (2) years of experience in an office setting; experience in a health care setting is preferred.

Deliverables

• Work products and documents related to providing the administrative activities and/or functions necessary for the efficient and effective operation and productivity of the lab.
• Work products and documents relating to the origination and processing of travel orders (Domestic, Sponsored, Foreign), including arranging flight, hotel, conference registration, auto (if applicable), and any other reservations.
• Work products and documents relating to the submission of personnel packages.
• Work products and documents relating to the submission of purchase requests.
• Work products and documents relating to the typing, editing, and submission of manuscripts.

Statement of Work Details

• Conduct the administrative activities and/or functions necessary for the efficient and effective operation and productivity of the laboratories.
• Answer phone calls and receive visitors to the lab.
• Establish priorities for completing office duties to meet time constraints.
• Serve as point of contact and support on a wide range of administrative tasks and as a resource on administrative and procedural matters relative to all lab staff.
• Identify issues or problems of a procedural or factual nature impacting administrative functions and work with relevant stakeholders to resolve these issues.
• Arrange and manage domestic, foreign, sponsored, and local travel for staff, including managing the lab's seminars, conferences, and professional meetings — which may involve making travel arrangements for staff and visitors (lodging, transportation, and site management).
• Use a variety of communication tools (telephones, voicemail, and email); type memos and correspondence; type/edit manuscripts; collect and distribute internal and external mail; and maintain office files, equipment, and supplies.
• Prepare and submit purchase requests for supplies and services.
• Assist in preparing/facilitating personnel packages, including but not limited to packages for Fellows and the NIA IRP Summer Program.
• Assist in setting up seminars, including scheduling, preparing agendas, reserving conference rooms, and related duties for invited speakers/visiting professionals (including travel arrangements and honorarium fees).
• Assist with Records Management duties.

Disclaimer: The above description is meant to illustrate the general nature of work and level of effort being performed by individuals 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.

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]

This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location.