Operations Coordinator for the National Institute of Health

Location: IC: NIA Street: 251 Bayview Blvd. Bldg: BRC Room: 05C214 City: Baltimore State & Zip: MD 21224

Weekly Hours - FT: 30-40 hours per week Total No. of Hours - 40

Overall Position Summary and Objectives

The purpose of this position is to provide administrative support to laboratory staff.

Min Education - Bachelor's

Certifications & Licenses

• Certified Administrative Professional

Skills (Ranked by Priority)

1. Social media, knowledge of the Federal Travel Regulation
2. Project management, website content management
3. Meeting minutes/summary reports
4. Meeting coordination
5. Proof reading, editing manuscripts
6. Travel planning
7. Calendaring

Software

• SharePoint
• MS Office
• Concur
• WebEx
• ITAS

Field of Study

• General Business

Statement of Work Details

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.
• 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 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.
• 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 of 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.

Provides guidance to staff on Federal guidelines and procedures.

• Provide information to program staff on policies and procedures for government travellers 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 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.
• 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. 5
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
• Prepare materials for incorporation into work flow 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. 3
• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs. 4
• 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. 1
• Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors. 2