Operations Coordinator

(ID: 2024-5981)

Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).

Axle is seeking a Operations Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute on Aging (NIA) located in Baltimore, MD.

Benefits We Offer:

• 100% Medical, Dental & Vision Coverage for Employees
• Paid Time Off and Paid Holidays
• 401K match up to 5%
• Educational Benefits for Career Growth
• Employee Referral Bonus
• Flexible Spending Accounts:
  • Healthcare (FSA)
  • Parking Reimbursement Account (PRK)
  • Dependent Care Assistant Program (DCAP)
  • Transportation Reimbursement Account (TRN)

Overall Position Summary and Objectives

The purpose of this position is to provide administrative support to the Office of the Scientific Director

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

Work Details:

• Serve as the contact for the NIH manuscript processes (submission to PubMed Central, etc.). 1

• Serve as the primary contact for the meeting room and parking reservation system. 2

• 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. 3

• Update/maintain calendars and shared calendars for multiple staff members. 4

• Prepare agenda, and travel arrangements, and handle other related logistics. 5

• Provides support for various procurement and administrative tasks.
• Note commitments made by the executive level during meetings and arrange for staff implementation.
• Arrange for staff members to represent the organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.
• Read outgoing correspondence for executive-level approval and alert writers to any conflict with the file or departure from policies or executive-level 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 the 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; advise of important parts or conflicts.
• Compose correspondence requiring some understanding of technical matters within the program.
• Ensure that all necessary documentation is prepared and that signatures, approvals, and 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, and terminations, including the processing of credentialing packages.
• Coordinate the printing and conversion of paper documents to electronic files.
• Coordinate events such as symposiums, award ceremonies, and seminars.
• Provide support with timekeeping duties.
• Serve as the coordinator for the internal manuscript clearance system.
• 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.
• Researchers and propose 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.

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Bachelor

Additional Qualifications:

Certifications & Licenses:

• High School Diploma plus 5 years of related experience is considered equal to a Bachelor's Degree

Field of Study:

• General Business

Software:

• SharePoint
• MS Office
• Concur
• WebEx
• ITAS

Skills:

• Knowledge of NIH procurement, purchasing, travel, and administrative systems.
• Excellent analytical, organizational, and time management skills.
• Strong communication skills, both oral and written.
• Meeting Coordination
• Travel Planning
• Calendaring
• Executive-Level Support
• Scheduling

Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.

The diversity of Axle's employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com