Office Manager - (NIH)

Office Manager - (NIH) Bethesda, MD Job Details Full-time 17 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Qualifications Health screenings Employee onboarding Computer operation Microsoft Excel Microsoft Outlook Achieving HIPAA compliance Maintaining patient confidentiality Leave management HIPAA Filing Data reporting English Mid-level Administrative experience Personnel records management Medical administrative support Data entry Workers' compensation claims Organizational skills Overseeing HR compliance Safety records management Office management Onboarding process management Time & attendance systems Payroll processing Overseeing training Performance evaluation Full Job Description This position opening is only intended for current employees working on the NIH hospital cleaning contract in Bethesda, MD. Please only apply if you are an existing employee working on this this contract.

Job Summary:

The Office Manager performs a broad range of administrative, human resources, and operational support functions for the Teya EVS department at the NIH Clinical Center (Building 10), Bethesda, MD. This position is responsible for payroll processing, personnel recordkeeping, new hire on-boarding, training coordination, and administrative compliance in support of a large federal healthcare housekeeping contract. The Office Manager serves as the primary administrative point of contact for EVS management, NIH contracting staff, and Teya corporate operations, and must conduct all duties with the highest standards of confidentiality, accuracy, and professionalism in a federally regulated healthcare environment.

Salary:

Per applicable SCA Wage Determination /

Teya Compensation Structure Benefits:

Teya and its Subsidiaries offer highly competitive benefits, including Federal Employee Health Benefits (FEHB) medical insurance, PTO, dental, vision, and a matching 401(k) retirement plan, as well as clear internal career progression and employee development pathways.

Duties and Responsibilities:

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned. Payroll and Time Records Collects, compiles, and enters payroll data for all EVS staff by established deadlines; ensures accuracy of hours worked, leave usage, and differential pay in compliance with the applicable SCA Wage Determination and collective bargaining agreement (CBA) requirements. Issues, maintains, and files time records for all employees per pay period; reconciles timekeeping discrepancies with supervisors and submits corrected records to Teya corporate payroll in a timely manner. Submits monthly person-hour reports to NIH contracting personnel and Teya management as required by contract; maintains supporting documentation for audit purposes. Maintains working knowledge of union-based wage rates and CBA provisions applicable to EVS positions at the NIH Clinical Center; applies correct pay codes and differentials in all payroll submissions. Human Resources and On-Boarding Processes all new hire documentation including employment applications, federal background investigation submissions, NIH badging requests, drug test coordination, pre-employment physical and immunization scheduling, and employee ID badge issuance; tracks completion status and follows up to ensure timely on-boarding. Assists EVS management with new hire on-boarding and NIH hospital orientation; ensures all new employees receive required Teya and NIH orientation materials, complete required forms, and are enrolled in applicable benefit programs prior to their start date. Prepares and processes employee change requests, verification forms, performance evaluations, disciplinary documentation, and separation paperwork; routes completed documents to appropriate parties (Teya HR, NIH COR, payroll) in accordance with established procedures. Assists employees by providing accurate information about Teya company benefits, leave entitlements, and HR policies; refers complex benefit or labor relations inquiries to Teya corporate HR or the appropriate CBA representative. Training Coordination Coordinates scheduling, enrollment, and recordkeeping for all new hire and annual mandatory training programs, including OPSEC, Anti-Terrorism Level I, HIPAA, Bloodborne Pathogens, and any additional NIH- or contract-required training; maintains training completion records for the full EVS workforce. Tracks training due dates and expiration dates; generates reminder notifications and escalates outstanding training deficiencies to the EVS Supervisor or Executive Housekeeper to ensure 100% compliance prior to contract inspection periods. Assures completion of required staff physical examinations, health screenings, and immunizations per NIH Clinical Center occupational health requirements; maintains documentation and coordinates invoicing with the applicable NIH immunization program. Records, Filing, and Administrative Support Compiles, copies, sorts, and files departmental records including personnel files, training records, inspection reports, incident reports, and contract correspondence in accordance with Teya records management procedures and NIH contract requirements. Maintains proficiency in Microsoft Office (Word, Excel, Outlook); prepares correspondence, reports, spreadsheets, and presentations as directed by EVS management; performs advanced word processing and data entry tasks with accuracy and timeliness. Reviews and investigates job-related incidents; prepares initial incident documentation and assists management with worker's compensation claims processing, including coordination with Teya's insurance carrier and submission of required state and federal reporting forms. Provides administrative support for NIH contract deliverables including monthly reports, staffing certifications, and document submissions; coordinates with Teya corporate operations and NIH contracting staff as directed by the Executive Housekeeper. Customer Service and Professional Conduct Must conduct all company business with confidentiality, privacy, dignity, professionalism, courtesy, compassion, politeness, and respect toward NIH patients, research participants, visitors, staff, and co-workers at all times. Serves as the administrative point of contact for EVS staff inquiries, directing employees to appropriate resources and resolving routine administrative questions efficiently and professionally.

HIPAA and Safety:

Must perform all duties in a manner that assures the confidentiality, privacy, dignity, and safety of NIH patients, research participants, visitors, and staff at all times, in strict compliance with HIPAA regulations and NIH privacy policies. Must handle all personnel records, payroll data, and employee health information with strict confidentiality. Must comply with all NIH campus security requirements, complete a federal background investigation, and complete pre-employment drug screening prior to start date.

Physical Demands and Working Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employee must maintain a constant state of mental alertness at all times. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Capabilities:

Physical Demands:

Capable of basic physical needs: standing, walking, bending, stooping, reaching, kneeling, pushing, pulling, and sitting. Extended use of hands and fingers for keyboard and computer operation. Routine public and staff contact in an office setting.

Sitting / Desk

Work 60% Walking / Standing 20% Reaching / Extending 10% Bending / Stooping 5% Other / Miscellaneous 5%

Required Qualifications and Experience:

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below 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. Minimum two (2) years of office management, administrative, or human resources experience; experience supporting a government contract, healthcare, or federal facility environment strongly preferred. Proficiency in Microsoft Office suite (Word, Excel, Outlook) with emphasis on Excel for payroll data entry, reporting, and recordkeeping; ability to learn Teya and NIH contract-specific systems and reporting templates. Knowledge of payroll processing procedures, timekeeping systems, and SCA/CBA wage compliance requirements; experience with union-represented workforces preferred. Demonstrated ability to handle sensitive personnel and payroll information with strict confidentiality; strong organizational skills and ability to manage multiple deadlines simultaneously. Adequate written and oral English language skills sufficient to draft correspondence, prepare reports, and communicate clearly and professionally with NIH staff, Teya management, and employees; ability to read and interpret SCA Wage Determinations, CBAs, and federal HR compliance documents. Must complete a federal background investigation and pre-employment drug screening prior to start date; must comply with all NIH campus security and access control requirements.

Additional Position Duties:

This position description is intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements. Other duties may be assigned, and the company reserves the right to modify, interpret, and apply the job description as necessary. This position description is not a contract for employment and employment is "at-will" unless otherwise stated in a Union contract, employment agreement, or where prohibited by local, state, or federal regulations.

EEO Statement:

It is the company's policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude, and experience, to provide Equal Employment Opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work-related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, or other protected status. When applicable, the company's policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force, and benefits. It is the company's business philosophy and practice to provide reasonable accommodation, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.