Operations Coordinator

(ID: 2024-7666)

Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).

Axle is seeking a Operations Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Cancer Institute (NCI) 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

This position will independently provide support services to satisfy the overall operational objectives of the NCI/OM.

Deliverables:

• Work products and documents related to setting up and formatting spreadsheets; prepare documents; gather and analyze information; coordinate the printing and conversion of paper documents. - Daily
• Inspect Equipment - Daily
• Assemble documentation for Fellowship, travel, and procurement packages - Ad-Hoc
• Work products and documents related to updating and maintaining calendars; coordinate meetings, workshops and courses; schedule conference rooms; maintain office records; track, record and direct manuscripts to reviewers; maintain branch filing systems. - Ad-Hoc
• Work products and documents related to noting commitments and arranging for staff implementation; establish appointment priorities. - Weekly
• Work products and documents related to addressing requests for action or information; summarize incoming materials; coordinate new information; compose correspondence. - 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
• Develop, update and maintain manuscript clearance system and manuscript bibliography database. 2
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures. 3
• Serve as liaison for servicing branch equipment. 4

• Provides support for various procurement and administrative tasks.

• 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.

• 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 logistical 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.

• 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.

• 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.

• 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.

• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.

• Provides guidance to staff on Federal guidelines and procedures.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.

• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.

• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.

• Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items.

• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.

• Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas.

• Prepares inventory and purchase requests and assists with property management.

• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.

• Enter requests for office supplies using POTS.

• Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.

• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.

• Coordinates with management on special projects.

• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.

• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.

• Researchers and proposes new administrative procedures.

• Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.

• 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.

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Bachelor

Additional Qualifications:

Certifications & Licenses

• Federal Government Travel

Field of Study

• General Business

Software

• SharePoint

• MS Office

• Concur

• WebEx

• POTS

Skills

• Expense reconciliation, project management/planning, timekeeping, fellowship program management

• Maintain and utilize various administrative data bases

• Procurements and purchasing including maintaining documentation

• Meeting coordination

• Travel planning

Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.

The diversity of Axle's employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com

This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate's experience, qualifications, skills, and location.

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