Office Manager - (NIH)

Bethesda, MD, USA|Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Benefits

Health Insurance

Paid Time Off

Dental Insurance

Vision Insurance

401(k) retirement plan

Career Development

Employee assistance program

Job Description

Teya is a prominent facilities services company known for delivering high-quality environmental services to federal healthcare institutions. Among its key contracts is the housekeeping and environmental services contract at the NIH Clinical Center in Bethesda, MD, a world-class institution known for its clinical research and patient care excellence. This contract is integral to supporting the cleanliness and operational efficiency of a premier federal healthcare facility, involving stringent compliance with federal regulations and labor agreements. Teya and its subsidiaries emphasize comprehensive employee benefits, career progression, and a commitment to equal employment opportunities, making it a respected employer in federal contracting circles.

The Office Manager role at Teya’s EVS (Environmental Services) department within the NIH Clinical Center is pivotal for administrative, human resources, and operational support functions related to the federal housekeeping contract. This position requires meticulous management and oversight of essential functions including payroll processing according to the Service Contract Act (SCA) Wage Determination, personnel recordkeeping, new hire onboarding, training program coordination, and administrative compliance. The Office Manager acts as the primary administrative liaison among EVS management, NIH contracting officials, and Teya corporate operations, ensuring all activities comply with federal healthcare regulations and union contract provisions. This role demands the highest standards of confidentiality, accuracy, professionalism, and integrity due to the sensitive nature of working within a federally regulated healthcare environment.

In this full-time position, the Office Manager is responsible for accurate payroll compilation and submission, including time record maintenance and attention to union wage rates. They manage comprehensive human resources processes such as background checks, badge requests, drug screenings, physicals, and immunizations required for staff to maintain compliance with NIH occupational health policies. Coordination of new hire orientation and ensuring complete enrollment in company and federal benefit programs are crucial to onboarding success.

Training management involves overseeing all mandatory governmental and institutional training requirements, keeping meticulous records, and ensuring full compliance with contract and NIH standards before critical inspection periods. On the administrative front, this role encompasses rigorous document control, record filing, incident reporting support, and preparation of contractual reports and certifications, all supporting contract compliance and operational efficiency.

The role requires exceptional communication skills, proficiency in Microsoft Office with advanced Excel capabilities, and the ability to interpret wage determinations, collective bargaining agreements, and federal HR compliance documents. The Office Manager must navigate complex union-related payroll and personnel matters while maintaining strict confidentiality and professionalism. Due to the sensitive healthcare environment, completion of a federal background investigation, drug screening, and adherence to campus security is mandatory.

Employees in this role enjoy competitive compensation aligned with the SCA Wage Determination and Teya’s compensation structure. Benefits include Federal Employee Health Benefits (FEHB) medical insurance, PTO, dental, vision, a 401(k) plan with employer matching, and visible pathways for career growth and professional development within the company. Teya fosters a supportive and equitable workplace culture that upholds diversity and inclusion, providing reasonable accommodation in line with federal and state laws.

In summary, the Office Manager position at Teya’s NIH Clinical Center EVS department is a critical administrative and human resources role in a complex federal healthcare setting. It offers a rewarding career opportunity for detail-oriented professionals seeking to contribute to a high-performing team in a dynamic and important healthcare environment where operational excellence and compliance are paramount.

Job Requirements

Minimum high school diploma or equivalent
minimum two years of office management, administrative, or human resources experience
proficiency in Microsoft Office suite, especially Excel
knowledge of payroll processing procedures, timekeeping systems, and SCA/CBA wage compliance requirements
ability to handle sensitive personnel and payroll information with strict confidentiality
strong organizational skills
effective written and oral communication skills
must complete a federal background investigation and pre-employment drug screening
must comply with all NIH campus security and access control requirements

Job Qualifications

Minimum two 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, especially Excel
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 and prepare reports
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

Job Duties

Collects, compiles, and enters payroll data for all EVS staff by established deadlines
issues, maintains, and files time records for all employees per pay period
submits monthly person-hour reports to NIH contracting personnel and Teya management
maintains working knowledge of union-based wage rates and CBA provisions applicable to EVS positions
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
assists EVS management with new hire on-boarding and NIH hospital orientation
prepares and processes employee change requests, verification forms, performance evaluations, disciplinary documentation, and separation paperwork
assists employees by providing accurate information about Teya company benefits, leave entitlements, and HR policies
coordinates scheduling, enrollment, and recordkeeping for all new hire and annual mandatory training programs
tracks training due dates and expiration dates and escalates outstanding training deficiencies
assures completion of required staff physical examinations, health screenings, and immunizations
compiles, copies, sorts, and files departmental records including personnel files, training records, inspection reports, incident reports, and contract correspondence
prepares correspondence, reports, spreadsheets, and presentations using Microsoft Office
reviews and investigates job-related incidents and assists management with worker's compensation claims processing
provides administrative support for NIH contract deliverables including monthly reports, staffing certifications, and document submissions
conducts all company business with confidentiality, dignity, professionalism, and courtesy
serves as the administrative point of contact for EVS staff inquiries
performs all duties in compliance with HIPAA regulations and NIH privacy policies