Operations Coordinator

(ID: 2024-6638)

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 Cancer Institute (NCI) located in Rockville, Maryland.

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

This position will independently provide support services to satisfy the overall operational objectives of the NCI/DCTD.

Deliverables:

• Work products and documents related to planning of scientific meetings, including communications with distinguished lecturers, invited guests and participants, registration and meeting logistics; schedule and organize meetings. - Ad-Hoc
• Work products and documents related to reviewing and processing requests for necessary systems; maintain staff calendar; make appointments; plan, coordinate and handle logistics for domestic and international travel. - Ad-Hoc
• Work products and documents related to documents for submission; coordinate scientific publications for submission; maintain databases for tracking, analyzing and reporting of all activities. - Ad-Hoc
• Work products and documents related to coordinating signature and review for documents; obtain information and data; review and summarize materials and data; gather and coordinate information for review; conduct data entry and file maintenance; edit or prepare text, data and charts. - Ad-Hoc
• Work products and documents related to maintaining updated listserv for use by DTP for electronic mailings; prepare a variety of documents; prepare material for use in reports, presentations and speeches; make all arrangements for presentations. - Ad-Hoc

Work Details:

• 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. 1

• 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. 2

• Provide information to program staff on policies and procedures for government travelers and invited guests. 3

• Develop, maintain and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through. 4

• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff. 5

• Provides support for various procurement and administrative tasks.
• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• 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.
• 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.
• Acts as point of contact with management and administrative, budget and property management staff.
• Develop, maintain and utilize various administrative databases.
• 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.
• 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.
• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management 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.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• 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.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
• 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.
• Manage office records and spreadsheets including office procurements, reimbursements, and property.
• 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.
• 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.
• Coordinate all administrative aspects of special projects.
• Researchers and proposes new administrative procedures.
• 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.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions.
• Obtain information and data; review and summarize materials and data.
• Gather and coordinate information for review; conduct data entry and file maintenance; edit or prepare text, data and charts.
• Maintain updated listserv for use by DTP for electronic mailings.
• Prepare a variety of documents to include, but not limited to, letters, memoranda, reports, schedules, agendas, manuscripts, abstracts, graphs, etc.; obtain clearances as needed.
• Work with staff on preparing material for use in reports, presentations and speeches; make all arrangements for presentations.
• Work with staff on the coordination the planning of scientific meetings, including communications with distinguished lecturers, invited guests and participants, registration and meeting logistics.
• Schedule and organize meetings; work with staff to identify key issues that must be addressed at the meetings: develop an agenda; identify, assess, draft, edit, revise, and assemble necessary background materials.
• Review and process requests for necessary systems, such as GovTrip, POTS, NIHITS NED and ITAS.
• Maintain staff calendar; make appointments; arrange for attendance at conferences and meetings.
• Plan, coordinate and handle logistics for DTP's domestic and international travel, including outside activities and sponsored travel.
• Coordinate, plan, prepare and edit documents for submission related to the Office of the Director.
• Coordinate scientific publications for submission.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Follow up on all assigned projects and correspondence to ensure that timely completion of tasks and deadlines is met.
• Coordinate signature and review for a variety of time-sensitive confidential documents such as grant proposals, professional licensure reimbursement requests and memoranda of understanding; receive and process action items submitted for response.

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

• Bachelor's degree in Biology, Life Sciences or a related discipline
• Minimum of six (6) years of related experience.

Field of Study:

• Miscellaneous Biology

Software:

• MS Office
• SharePoint
• Concur
• WebEx

Skills:

• Excellent analytical, organizational and time management skills.
• Strong verbal and written communication skills.
• Social Media
• Knowledge of the Federal Travel Regulation
• Meeting Coordination
• Travel Planning

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

#INDPSD