Operations Coordinator

4 days ago

Bethesda, Maryland, United States GAP Solutions, Inc. (GAPSI) Full time

Job Summary:

GAP Solutions, Inc. (GAPSI) is seeking an experienced Operations Coordinator to join our team. The successful candidate will provide administrative support to our operations team, ensuring the smooth day-to-day functioning of our office.

Key Responsibilities:

  • Coordinate the preparation of various items, including travel requests, professional service orders, and meeting planning and logistical arrangements.
  • Establish and maintain a fiscal year calendar, update shared calendars and databases, and coordinate filing of office-wide reports.
  • Research information requested and provide that information, maintain status of projects, and follow up on actions through contact with office staff.
  • Produce a wide range of documents, address a variety of office needs, and develop, maintain, and utilize various administrative databases.
  • 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, and organize, coordinate, and administer the administrative components of the assigned servicing area.
  • Serve as liaison between Director and divisional staff, communicate policies, protocols, regulations, guidelines, and general information, and work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
  • Provide information to program staff on policies and procedures for government travelers and invited guests, review documentation for compliance with policy and procedures, interpret instructions for adherence to format, collect data, provide summaries for analysis and interpretation, and explain HHS and NIH property policies, procedures, and regulations in relation to the acquisition of accountable property items.
  • Maintain tracking systems, use records management system to ensure proper filing, accountability, storage, and retrieval of files, assemble and summarize data, background information, and other materials from source materials or automated systems, maintain contacts database, update maintain calendars and shared calendars for multiple staff members, and support program staff as needed.
  • Prepare requisitions for purchase of office supplies and miscellaneous items, maintain office records including office procurements and reimbursement procedures, process and track order requests using government systems, maintain space utilization records, inventoried, and projections, compile, organize, and analyze necessary associated materials, and prepare and track requests and justifications for the purchase of materials, supplies, and office equipment.
  • Provide direct administrative, procedural, and informational resource support, work with staff to coordinate program workflow, plan or assist in the planning of special projects involving program issues, work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals, coordinate all administrative aspects of special projects, compile data, create and maintain PowerPoint presentations for presentation utilizing computer programs, work independently on special projects, research and initiate actions pertaining to operational issues, coordinate proponents to research, resolve action processing issues, assist with maintenance of SharePoint sites and shared electronic document data libraries, review and update policy, fix broken links, address system issues, take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content, 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, work products and documents related to coordinating the day-to-day office operation, including problem and conflict resolution, organization and prioritization of tasks, and/or responding to written communications, work products and documentations related to gathering and analyzing information about processes and programs, coordinates the preparation of reports, letters, and other documents, develop, maintain, and update spreadsheets, design and coordinate systems for communications among staff, work products and documents related to arranging for staff implementation of commitments made by executive level during meetings, review outgoing correspondence for executive level's approval, ensure that requests for action or information are relayed to the appropriate staff, review and summarize the content of incoming materials, specially gathered information, or meetings to assist executive level, work products and documents related to arranging meetings and conference rooms, maintain office records, maintain calendars, update web-sites, work products and documents related to creating and maintaining agreement/invention-related office files and records, work products and documents related to preparing, submitting, and maintaining CRADA/gift projects and related financial information, work products and documents related to preparing letters and memos, edit reports and other documents, edit existing tracking systems, and preparation of administrative forms, and work products and documents related to assisting with timekeeping tasks, travel arrangements, route and sort incoming/outgoing mail, and maintain property management.

Requirements:

  • Bachelor's degree in Business Management and Administration.
  • Skilled in SharePoint, MS Office, Concur, and ITAS.
  • Experienced in expense reconciliation, project management/planning, timekeeping, fellowship program management, meeting coordination/minutes/summary reports, executive level support, and travel planning.
  • Ability to multi-task and pay close attention to detail.
  • Excellent analytical, organizational, and time management skills.
  • Strong communication skills, both oral and written.

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