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Operations Coordinator

3 months ago

Rockville, United States Global Solutions Network, Inc. Full time

We are seeking an Operations Coordinator for NIH Office of the Director (OD). The work location is Bethesda, MD.

**Technical Requirements**:

- 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.
- Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
- Acts as point of contact with management and administrative, budget and property management staff.
- Develop, maintain, and utilize various administrative databases.
- Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information.
- Provides guidance to staff on Federal guidelines and procedures.
- Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
- Provide information to program staff on policies and procedures for government travelers and invited guests.
- Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
- Set up and format spreadsheets to analyze information.
- Prepares inventory and purchase requests and assists with property management.
- Enter requests for office supplies using POTS.
- Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
- Coordinates with management on special projects.
- Coordinate staff responses to data calls from the Office of the Director.
- 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/databases.
- Researchers and proposes new administrative procedures.
- 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.
- Maintain Executive Level staff daily calendars by scheduling meetings, establishing appointment priorities, or rescheduling or refusing appointments or invitations to meet changing priorities.
- Ensure that all meeting requests or speaking engagements are submitted in writing.
- Schedule requests as soon as possible, no later than 24 hours of receipt of request.
- Update/maintain calendars and shared calendars for multiple Executive level staff; ensure that electronic calendar and calendar cards are current and that all additions and changes are updated throughout the day.
- Coordinate the preparation of a variety of items such as individual/mass mailings, travel requests, correspondence and reports; create meeting folders and various forms.
- Set up and format spreadsheets to analyze information.
- Coordinate the printing and conversion of paper documents to electronic files.
- Develop, maintain, and utilize various administrative databases.
- Compile data and create and maintain slides for presentation utilizing computer programs.
- Coordinate meetings, international seminars/workshops for staff; schedule conference rooms.
- Adhere to established IMOD protocol scheduling, notification; prepare background and briefing materials for all meetings.
- Maintain good communication with immediate colleagues, OD staff, and outside constituents as well as IC Assistants in order to be aware of last-minute changes.
- Ensure strict confidentiality of calendar information, per IMOD policy.
- Ensure that all scheduled meetings, briefings, conferences and speaking engagements represent the Executive Level staff preferences and priorities.
- Consult with Executive Level staff regarding preferences and travel specs; convey relevant itinerary information to the IMOD Travel Specialist to facilitate travel.
- 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 might arise.
- In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level staff including the Deputy Director should be apprise of emerging/pending calendar issue, upcoming events, and speaking engagements.
- Process incoming requests for review and signature by Executive Level staff; summarize the content of materials, specially gathered information, or meetings to assist Executive level staff; co