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Operations Coordinator

3 months ago

Rockville, United States Axle Full time

(ID: 2024-5255)

**Axle** is seeking a **_Operations Coordinator _**to join our vibrant team at the National Institutes of Health (NIH) supporting the **National Institute of Mental Health (NIMH) located in Rockville, 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 position will independently provide support services to satisfy the overall operational objectives of the National Institute of Mental Health (NIMH).

**Deliverables**:

- Work products and documents related to preparing executive briefing documents; facilitating and coordinating all aspects of travel planning; calendars, ethics approvals, purchase requests, logistics, correspondence, and special projects. - Ad-Hoc
- Work products and documents related to handling all aspects of travel planning and processing for domestic, international, sponsored, and local travel, including scheduling, reimbursements, and vouchers. - Ad-Hoc
- Work products and documents related to engaging in long-term strategic planning for future needs; coordinating time, space, and financial resources of the Division; facilitating orientation and on-boarding of new staff; initiating training of new administrative staff in systems and processes. - Ad-Hoc
- Work products and documents related to communicating with staff; planning agendas and arranging all logistics for meetings with Division senior leadership and scientific staff. - Ad-Hoc

**Work Details**:

- Independently facilitate and coordinate all aspects of calendars, ethics approvals, purchase request processing, logistics, correspondence, and special projects in the Office of the Division Director **1**:

- Handle all aspects of travel planning and processing for domestic, international, sponsored, and local travel, including scheduling, reimbursements, vouchers, and last-minute changes **2**:

- Plan agendas and arrange all logistics for meetings with Division senior leadership and scientific staff **4**:

- Prepare executive briefing documents, as requested by Division senior leadership **5**:

- Provides support for various procurement and administrative tasks.
- Coordinate meetings, workshops and courses for staff; schedule conference rooms.
- Acts as point of contact with management and administrative, budget and property management staff.
- Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
- Provides guidance to staff on Federal guidelines and procedures.
- Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
- Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
- Develop, maintain and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.
- Prepares inventory and purchase requests and assists with property management.
- Enter requests for office supplies using POTS.
- Coordinates with management on special projects.
- 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 proposes new administrative procedures.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Proactively engage in long-term strategic planning for future needs in support of Division leadership
- Coordinate time, space, and financial resources of the Division
- Facilitate orientation and on-boarding of new Division staff; initiate training of new administrative staff in systems and processes
- Communicate directly and effectively with the leadership, Program Officers and Senior NIH NIMH officials, including the NIMH Office of the Director

**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 related field and ten years experience

**Field of Study**
- Business Management and Administration

**Software**
- MS Office

**Skills**
- Meeting minutes/summary reports
- Meeting coordination
- Expense reconciliation, project management/planning, timekeeping, fellowship program management
- Social Media, knowledge of the Federal Travel Regulation
- Project management,