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Operations Coordinator
3 months ago
(ID: 2024-5050)
**Axle** is seeking a **_Operations Coordinator _**to join our vibrant team at the National Institutes of Health (NIH) supporting the **Office of the Director (OD) 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**
- functional partners, firm understanding of federal government travel regulations and guidance, understand procedural and administrative resources, summarize data, respond to inquiries concerning projects and deliverables and follow up on action items.**Deliverables**:
- Provide information on air, bus, and/or rail schedules and fares, ensuring tickets, rental car reservations, and itineraries issued by the contract travel service office correspond with travel authorized - Daily
- Plan itineraries and arranging for commercial, Government-owned, or contracted travel (foreign and Domestic) - Daily
- Review, record, or compile information related to property inventory, use, and warranty maintenance services. - Bi-Weekly
- Conduct performance reviews and quality inspections of services provided under contract - Quarterly
- Ability to prioritize deliverables while working in an agile environment. - Daily
- Ability to demonstrate being an active team participant while striving to provide a great customer experience to staff and partners - Daily
- Experience with NBS Foreign and domestic travel regulations, policies and procedures. - Daily
- Experience using the NIH Property Management Portal System - Weekly
- Excellent written communication skills - Daily
- Verbal and written communications skills to provide effective customer service and to complete forms and prepare memoranda and correspondence - Daily
- Knowledge of personal computers, including word-processing, spreadsheets and database software, to enter and retrieve computerized data and prepare correspondence and reports - Daily
- Ability to identify solutions with organization partners throughout the office and department. - Daily
- Experience communicating travel policy guidance and regulations to staff and partners - Daily
**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**:
- Provides support for various procurement and administrative tasks.
- 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 s