Operations Coordinator

3 weeks ago

Bethesda, Maryland, United States GAP Solutions, Inc. (GAPSI) Full time
Job Title: Operations Coordinator

GAP Solutions, Inc. (GAPSI) is seeking an experienced Operations Coordinator to join our team. As an Operations Coordinator, you will play a critical role in supporting the overall functions of our organization.

Key Responsibilities:
  • Coordinate the preparation of various items, including travel requests, professional service orders, and official duty memoranda.
  • Plan and coordinate meetings, including room and audiovisual reservations, WebEx, and other remote connection 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 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 for maintenance contracts, and organize, coordinate, and administer administrative components of the assigned servicing area.
  • Serve as a 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.
  • Provide information to program staff on policies and procedures for government travelers and invited guests, review documentation for compliance with policy and procedures, and interpret instructions for adherence to format.
  • Explain HHS and NIH property policies, procedures, and regulations in relation to the acquisition of accountable property items, serve as a resource for staff regarding established policy, and keep abreast of new guidance and policies.
  • Maintain tracking systems, use records management system to ensure proper filing, accountability, storage, and retrieval of files, and 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 related to on-boarding, procurement, travel, timekeeping, and property.
  • Maintain office records, including office procurements and reimbursement procedures, prepare requisitions for purchase of office supplies and miscellaneous items, and 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, and 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, and create and maintain PowerPoint presentations for presentation utilizing computer programs, work independently on special projects, research, and initiate actions pertaining to operational issues, and coordinate proponents to research and resolve action processing issues.
  • Assist with maintenance of SharePoint sites and shared electronic document data libraries, including development and monitoring of content and ensuring that documents and or data posted to the sites are accurate and filed appropriately, review and update policy, fix broken links, address system issues, and 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, and develop recommended solutions.
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.

GAP Solutions, Inc. (GAPSI) is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.

This position is contingent upon contract award.

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