Operations Coordinator

Position Objective : Provide services as an Operations Coordinator in support of the overall functions of the National Institutes of Health (NIH).

Duties and Responsibilities : 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.

2Coordinate 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.

4Establish 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, etcDevelop, 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.

Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.

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 Review documentation for compliance with policy and procedures;

interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items.

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.

Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files.

Assemble and summarize data, background information and other materials from source materials or automated systems.Maintain contacts database;

update maintain calendars and shared calendars for multiple staff members. Support program staff as needed requested as it related to on-boarding, procurement, travel, timekeeping, and property .

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.Process and track order requests using government systems i.

e., POTS on behalf of branch staff.Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.

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

1Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.

3Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems;

identify existing problems and inefficiency; develop recommended solutions. 5Work products and documents related to coordinating the day-to-day office operation, including problem and conflict resolution, organization and prioritization of tasks, and / or responding to written communications.

• Ad-HocWork products and documentations related to gathering and analyzing information about processes and programs; coordinates the preparation of reports, letters, and other documents;
• develop, maintain, and update spreadsheets; design and coordinate systems for communications among staff. - Ad-HocWork products and documents related to arranging for staff implementation of commitments made by executive level during meetings;
• review outgoing correspondence for executive level's approval; ensure that requests for action or information are relayed to the appropriate staff;

review and summarize the content of incoming materials, specially gathered information, or meetings to assist executive level.

Ad-HocWork products and documents related to arranging meetings and conference rooms; maintain office records; maintain calendars;

update web-sites. - Ad-HocWork products and documents related to creating and maintaining agreement / invention -related office files and records.

• Ad-HocWork products and documents related to preparing, submitting, and maintaining CRADA / gift projects and related financial information.
• Ad-HocWork products and documents related to preparing letters and memos; edit reports and other documents; edit existing tracking systems;

and preparation of administrative forms. - Ad-HocWork products and documents related to assisting with timekeeping tasks, travel arrangements, route and sort incoming / outgoing mail, and maintain property management.

Ad-HocBasic Qualifications : Bachelor’s degree in Business Management and Administration.Skilled in SharePoint, MS Office, Concur, and ITAS.

Experienced in expense reconciliation, project management / planning, timekeeping, fellowship program management, meeting coordination / minutes / summary reports, executive level support, and travel planning.

Minimum Qualifications : Ability to multi-task and pay close attention to detail.Excellent analytical, organizational and time management skills.

Strong communication skills, both oral and written.*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above 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.GAP Solutions provides reasonable accommodations to qualified individuals with disabilities.

If you need an accommodation to apply for a job us at [email protected] . You will need to reference the requisition number of the position in which you are interested.

Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job.

Emails for any other reason or those that do not include a requisition number will not be returned.GAP Solutions is an Equal Opportunity / Affirmative Action employer.

All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

This position is contingent upon contract award.Requisition ID : 6405