Operations Coordinator

3 weeks ago

Rockville, United States RJ IT Solutions Inc Full time

RJIT Solutions is an information technology and bioscience company that specializes in providing innovative solutions in biomedical research and data science. We serve healthcare organizations by leveraging the expertise of our team in science, software engineering, and program/project management. Our commitment to excellence has made us a trusted partner of top research organizations, including multiple institutes at the National Institutes of Health (NIH). At RJIT Solutions, we combine the agility of a small business with the comprehensive capabilities of a large organization to accelerate research and enhance decision-making processes in healthcare and research sectors. As part of our unrelenting focus on quality and compliance, RJIT Solutions’ delivery is based on Certified Matured Processes including CMMI L3 SVC, ISO 20000, ISO 27001, and ISO 9001 quality processes.

Operations Coordinator (RJIT OD-235218)

Full-time - Rockville, Maryland, United States

Location: Rockville, Maryland

Education: Bachelor’s degree

Status: Must be U.S. Citizen or U.S. Green Card.

**Skills**:

- Expense reconciliation, project management/planning,
- timekeeping, fellowship program management
- Social Media, knowledge of the Federal Travel Regulation
- Meeting minutes/summary reports
- Executive level support
- Meeting coordination
- Outreach Activities
- Travel planning
- Data analysis

Role and Responsibilities:
**Provides support for various procurement and administrative tasks.**
- Coordinate the preparation of a variety of items such as travel requests, professionalservice 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 - Work with staff on internal operating budget establishment; monitor obligations and commitments; advise senior staff on spending and track spending pattern and needs for internal tracking.
- Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
- Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
- Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
- 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.
- 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.
- Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
- 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.
- Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.
- Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

**Acts as point of contact with management and administrative, budget and property management staff**
- Develop, maintain and utilize various administrative databases.
- Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.
- 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
- Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
- Collaborate with HR, supervisors, and staff on workforce development, payroll and performance issues and employee actions.
- Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.
- Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as appli

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