Operations Coordinator

3 weeks ago

Bethesda, United States GAP Solutions, Inc. Full time

Provide services as an Operations Coordinator in support of the overall functions of the Clinical Center (CC) within the National Institutes of Health (NIH). The primary objective is to provide services and deliverables through the performance of administrative support services for the Center for Cellular Engineering.

**Duties and Responsibilities**:

- 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.
- 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 logístical 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.
- Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
- 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.
- Collaborate with HR, supervisors, and staff on workforce development, payroll and performance issues and employee actions.
- Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations.
- Coordinate, track and act as liaison for human resource activities, issues and functions.
- 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.
- Develop, maintain and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.
- 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.
- Enter requests for office supplies using POTS. **4**:

- Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements. **5**:

- Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
- 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.
- Coordinate staff responses to data calls from the Office of the Director. **3**:

- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities. **1**:

- 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. **2**:

- Provide weekly updates on travel associated tasks at weekly admin meeting - Weekly
- Update on-boarding and recruitment activities at the meeting with HR every two weeks - Bi-Weekly
- Provide updates to team on scheduling meetings as needed - Daily

**Basic Qualifications**:

- Bachelor’s degree in Communications.
- Skilled in SharePoint, MS Office, Concur, WebEx, and ITAS.
- Experienced in meeting minutes/summary reports, meeting coordination, travel planning, calendaring, and scheduling.

**Minimum Qualifications**:

- Ability to multi-task and pay close attention to detail.
- Excellent analytical, organizational and time management skills.
- Strong communication skills, both oral and written.
- This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable in

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