Position Objective: The Operations Coordinator will support the overall functions of the Office of Scientific Director, NIA Intramural Research Program within the National Institutes of Health.
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.
- 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.
- Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.
- 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 provided 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.
- Prepare and route personnel packages for onboarding, transfer, promotions, terminations,
- including processing of credentialing packages.
- 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 on contact in the administration of all maintenance contracts for office equipment.
- 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.
- Provide information to staff on policies and procedures for government travelers and invited guests.
- 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.
- Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
- Set up and format spreadsheets to analyze information.
- Maintain tracking systems; use records management systems 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.
- Develop, maintain and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow-through.
- 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, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.
- Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
- Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.
- Prepares inventory and purchase requests and assists with property management.
- Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
- Enter requests for office supplies using POTS.
- 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.
- 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.
- 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 economies and efficiency.
- Prepare materials for incorporation into workflow and operational analyses, cost studies and/or equipment utilization.
- 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.
- Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
- 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 propose new administrative procedures.
- Gather and analyze information about processes and programs.
- Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.
- Meet weekly with lab members to present updates, and provide reports as needed.
Qualifications
Basic Qualifications:
- Bachelors degree and/or the education, skills, and relevant years of experience
Preferred Qualifications:
- Ability to communicate effectively, orally and in writing, with non-technical and technical staff
- Detail-oriented and possess strong organizational skills with the ability to prioritize multiple tasks and projects
*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, email us at recruiting@gapsi.com. 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.
Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by law.
This position is contingent upon contract award.