Operations Coordinator

Full Job Description

Position Objective: The National Institute of Health (NIH) is seeking a candidate who provides support for various administrative and procurement tasks. Acts as a point of contact with management, program, and administrative staff regarding budget and property management. Provides guidance to staff on federal guidelines and procedures. Develops, maintains, and updates documentation, databases, and spreadsheets for personnel, budget, and travel actions. Prepares inventory and purchase requests and assists with property management. Coordinates with management and program staff on special projects. Researches and proposes administrative procedures.

Basic Qualifications:

• Minimum education: Bachelors Degree

Field of Study:

• Miscellaneous Business & Medical Administration

Skills (Ranked By Priority)

1. Travel planning

2. Meeting coordination

3. Meeting minutes/summary reports

4. Calendaring

5. Social Media, knowledge of the Federal Travel Regulation

6. Expense reconciliation, project management/planning, timekeeping, fellowship program management

7. Project management, website content management

8. Scheduling

9. Budget

Software Requirements:

• SharePoint
• MS Office
• Concur
• WebEx
• ITAS

Deliverables:

• Work products and documents related to summarizing and coordinating incoming materials, composing correspondence requiring an understanding of technical matters. - Ad-Hoc

• Work products and documents related to coordinating the day-to-day office operations, including organizing and prioritizing of tasks, and responding to written communications. - Ad-Hoc

• Work products and documents related to arranging meetings and conference rooms; maintaining office records; maintaining calendars; updating websites; coordinating the conversion of paper documents to electronic files, timekeeping duties. - Ad-Hoc

• Work products and documents related to monitoring the day-to-day operations and assigned research projects within the CCRB. - Ad-Hoc

• Work products and documents related to facilitating scientific project meetings by setting agendas; following up on action items; managing meeting logistics; and following up on project timelines. - Ad-Hoc

• Work products and documents related to assisting with defining project scope, goals and deliverables for the various Special Projects outline as requested by Branch leadership. - Ad-Hoc

• Work products and documents related to assisting with tracking and analyzing project action items, progress, and report out to Branch leadership. - Ad-Hoc

• Work products and documents related to development of Branch and project strategic plans as outlined by Branch leadership. - Ad-Hoc

• Work products and documents related to developing, maintaining, and utilizing various administrative databases; compiling data and create and maintain slides for presentations. - Ad-Hoc

• Work products and documents related to updating and maintaining calendars/shared calendars for staff; establishing appointment priorities; coordinating meetings, workshops/courses; scheduling conference rooms. - Ad-Hoc

• Work products and documents related to maintaining office records; tracking, recording, and directing manuscripts to reviewers; maintaining branch file systems. - Ad-Hoc

• Work products and documents related to setting up and formatting spreadsheets to analyze information; coordinating the preparation of requests, memoranda, reports, forms, and mailings. - Ad-Hoc

• Attendance and participation at travel and training meetings - Ad-Hoc

Statement of Work:

Provides support for various procurement and administrative tasks.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms.

• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.

• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.

• Coordinate meetings, workshops and courses for staff; schedule conference rooms.

• 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.

Acts as point of contact with management and administrative, budget and property management staff.

• Develop, maintain and utilize various administrative databases.

• Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment.

• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.

• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

Provides guidance to staff on Federal guidelines and procedures.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.

• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.

• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.

• Provide information to program staff on policies and procedures for government travelers and invited guests.

• Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.

Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.

• Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas.

• Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions and separations.

• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.

Prepares inventory and purchase requests and assists with property management.

• 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.

• Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.

• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.

• Manage office records and spreadsheets including office procurements, reimbursements, and property.

• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.

• Enter requests for office supplies using AMBIS

Coordinates with management on special projects.

• Coordinate staff responses to data calls from the Office of the Director.

• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.

• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.

• 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.

• Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals.

• Coordinate all administrative aspects of special projects.

• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.

• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.

• Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.

Researchers and proposes new administrative procedures.

• Gather and analyze information about processes and programs.

• 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.

• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.

• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions.

Discovery Support Services LLC (DSS) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.