Operations Coordinator

LMR Technical Group (LMR) is seeking an Operations Coordinator.

Location: Baltimore, MD. Teleworking eligible.

Job Description:

The Operations Coordinator provides administrative support to the Office of the Scientific Director.

Duties and Responsibilities:

• Provides support for various procurement and administrative tasks.
  • Note commitments made by executive level during meetings and arrange for staff implementation.
  • Arrange for staff members to represent organization at conferences and meetings, establish appointment priorities,
    or reschedule or refuse appointments or invitations.
  • Read outgoing correspondence for executive level’s approval and alert writers to any conflict with the file or
    departure from policies or executive level’s viewpoints; make recommendations to resolve problems that arise.
  • In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff
    furnished in timely manner; notify executive level of important or emergency issues of which the executives should be made
    immediately aware.
  • Summarize the content of incoming materials, specially gathered information, or meetings to assist executives;
    coordinate the new information with background office sources; ad-vise of important parts or conflicts.
  • Compose correspondence requiring some understanding of technical matters within the program.
  • 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.
  • 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 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.
  • 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.
  • Serve as the primary contact for the meeting room and parking reservation system.
  • Coordinate the printing and conversion of paper documents to electronic files.
  • Update/maintain calendars and shared calendars for multiple staff members.
  • Coordinate events such as symposiums, award ceremonies, and seminars. Prepare agenda, travel arrangements,
    and handle other related logistics.
  • Provide support with timekeeping duties.
  • Serve as the coordinator for the internal manuscript clearance system. Serve as the con-tact for the NIH manuscript
    processes (submission to PubMed Central, etc.).
• Acts as point of contact with management and administrative, budget and property management staff.
  • Develop, maintain and utilize various administrative databases.
• Provides guidance to staff on Federal guidelines and procedures.
  • Provide information to program staff on policies and procedures for government travelers and invited guests.
  • Review all personnel packages and advise program personnel on HR regulations and policies.
  • 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 system to ensure proper filing, accountability, storage and
    retrieval of files.
  • 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 documents and enter information into administrative systems in the areas of recruitment of new staff, time
    and attendance, accessions and separations.
    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.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for
    review and input for programs, policies, and activities.
  • Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to
    projects and program activities
  • Maintain file systems for correspondence and projects.
• Prepares inventory and purchase requests and assists with property management.
  • Maintain office records including office procurements and reimbursement procedures.
• Coordinates with management on special projects.
  • Provide direct administrative, procedural and informational resource support; work with staff to coordinate program
    workflow.
  • 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.
• Researches and proposes new administrative procedures.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for
    review and input for programs, policies, and activities.
• Deliverables
  • Work products and documents related to setting up and formatting spreadsheets; prepare documents; gather and analyze
    information; coordinate the printing and conversion of paper documents. Ad-Hoc
  • Work products and documents related to developing, maintaining and utilizing administrative databases; compile data; create and maintain PowerPoint presentations; format and submit summaries for yearly grant reviews. Ad-Hoc
  • Work products and documents related to updating and maintaining calendars; coordinate meetings, workshops and courses; schedule conference rooms; maintain office records; track, record and direct manuscripts to reviewers; maintain branch filing systems. Ad-Hoc
  • Work products and documents related to noting commitments and arranging for staff implementation; establish appointment priorities; read outgoing correspondence; make recommendations to resolve problems that arise. Ad-Hoc
  • Work products and documents related to addressing requests for action or information; summarize incoming materials; coordinate new information; compose correspondence. Ad-Hoc
  • Work products and documents related to preparing and completing personnel packages and entering them into the Personnel
    Action Site and the Fellowship Payment System (FPS - Ad-Hoc
• Other related duties as assigned

Basic Qualifications:

• Bachelor's degree in general business or a High School diploma plus 5 years of related experience.
• Knowledge of NIH procurement, purchasing, travel and administrative systems.
• Excellent analytical, organizational and time management skills.
• Strong communication skills, both oral and written.
• Scheduling, meeting coordination, travel planning and calendaring experience.
• Previous experience providing executive level support.
• Experience with SharePoint, MS Office, Concur, WebEx, and ITAS software.
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

Preferred Qualifications:

• Prior experience working with the National Institute of Health (NIH).

*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.

LMR's Benefits Plan Includes:

• Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• 401(k)
• Paid Time Off
• Paid Holidays
• Employee Assistance Program

About LMR:

LMR is a service-disabled veteran-owned small business that supports technology development and provides comprehensive joint warfighter training by leveraging the skills, experience, and knowledge of its personnel.  Our team consists of personnel with diverse backgrounds.

LMR is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, protected veteran status, or any other basis protected by applicable federal, state or local law.

LMR will not discriminate against persons because of their disability, including disabled veterans, and will make reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities. If you are interested in applying and require special assistance or accommodations due to a disability, please contact our Human Resources department at hr@lmrtec.com.

EEOC Know Your Rights

Pay Transparency Poster

E-Verify Participation Poster

Right to Work Poster

Employee Polygraph Protection Act

FMLA