Operations Coordinator

Company: Equiliem
Location: Bethesda
Posted on: May 18, 2023

Job Description:

Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute on Minority Health and Health Disparities. The primary objective is to provide services and deliverables through performance of support services.

Minimum Education
Bachelor's

Resume Max Pages
15

ADDITIONAL QUALIFICATIONS

Certifications & Licenses
* Minimum of ten (10) years of related experience. NIH experience is preferred

Skills (Ranked By Priority)
1. Knowledge of NIH procurement, purchasing and administrative systems.
2. Expense reconciliation, project management/planning, timekeeping, fellowship program management
3. Social Media, knowledge of the Federal Travel Regulation
4. Meeting minutes/summary reports
5. Travel planning
6. Data analysis
7. Calendaring
8. Scheduling
9. Project management, website content management
10. Executive level support
11. Meeting coordination
12. Outreach Activities
1, 2, 3, 4, 5 _represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Software

* MS Office
* NIH Enterprise Directory (NED)
* Concur
* Adobe Acrobat
* ITAS
* Building Access Systems (Kastle & Datawatch)

Field of Study

* Operations Logistics and E-Commerce
* Hospitality Management
* Human Resources and Personnel Management
* Marketing and Marketing Research
* Business Management and Administration
* General Business

DELIVERABLES

* Work products and documents related to setting up and formatting spreadsheets/databases to analyze information; coordinate the preparation or running of a variety of reports; gather and analyze information; develop, maintain and utilize various databases. - Daily
* Work products and documents related to compiling data; create and maintain PowerPoint presentations; format and submit summaries for yearly reports; track, record and direct various package types; note commitments made during meetings and arrange for staff implementation; read correspondence for approval. - Daily
* Work products and documents related to maintaining the office daily calendar, making appointments and arrange conferences and meetings; reserve meeting space, contact all personnel expected to attend; arrange for transportation and lodging for meeting participants; transmit agenda and all necessary background material to participants. - Daily
* Work products and documents related to coordinating staff presentations and event attendance; address a variety of office needs, including word processing, information management, report preparation, publications, information gathering, communication. - Daily
* Work products and documents related to reports, presentations and speeches; maintain a file of visual aids for use in presentations; make all arrangements for the presentations; prepare reports, create spreadsheets and charts, maintain databases. - Daily
* Work products and documents related to researching information and additional material; maintain status of projects; summarize and format information for distribution, including writing letters and memos, compiling data for reports, creating computerized presentations, and writing reports. - Daily
* Use various administrative programs/systems to enter, review, and track various packages. - Daily
* Work collaboratively with IC Administrative Officer to perform various actions/duties. Including being a first Point of Contact for inquiries for the office and administrative officer; triaging inquiries, including but not limited to researching HHS, NIH, or IC policies and procedures to provide guidance to customers; seeing items followed up and/or closing out actions. - Daily
* Reviewing various reports and working with Administrative Officer to reconcile, validate, or complete actions listed on reports. - Daily

STATEMENT OF WORK DETAILS -

Provides support for various procurement and administrative tasks.
* 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.
* 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 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.
* 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.
* 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 contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations.
* Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
* Coordinate, track and act as liaison for human resource activities, issues and functions.

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.
* 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.
* Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
* 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.
* Review all personnel packages and advise program personnel on HR regulations and policies.
* Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.
* Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.

Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
* Set up and format spreadsheets to analyze information.
* 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.
* Develop, maintain and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.
* 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.
* Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions and separations.
* Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.
* Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
* Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.

Prepares inventory and purchase requests and assists with property management.
* Maintain office records including office procurements and reimbursement procedures.
* Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
* Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
* 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.
* Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities.
* Manage office records and spreadsheets including office procurements, reimbursements, and property.
* Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.
* Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.

Coordinates with management on special projects.
* Coordinate staff responses to data calls from the Office of the Director.
* Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
* Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
* Prepare materials for incorporation into work flow and operational analyses, cost studies and/or equipment utilization.
* 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.
* 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.
* 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 and 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.
* Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
* Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization's strategic plans.
* Conduct project close out reviews to reflect current processes and identify areas for improvement.

Researchers and proposes new administrative procedures.
* Gather and analyze information about processes and programs.
* Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.
* Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
* 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.
* Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement.
* Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
* 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.
* Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
* 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.

Other
* Set up and format spreadsheets to analyze information
* Coordinate the preparation of a variety of items such as travel requests, professionalservice orders, requests for travel, outside activities, official duty memoranda, trainingrequests, individualmass mailings, correspondence, reports and various forms
* Gather and analyze information about processes and programs; prepare reports, letters,and other documents for review and input for programs, policies, and activities
* Coordinate the printing and conversion of paper documents to electronic files
* Prepare PowerPoint Presentations
* Conduct Literature Reviews
* Develop, maintain and utilize various administrative databases
* Compile data and create and maintain PowerPoint presentations
* Format and submit summaries for yearly grant reviews including financials
* Track, record and route protocols for scientific review
* Assist with tracking of compliance with NIH Office of Human Subjects ProtectionOHSRP and Data Use Agreement policies
* Assist with monitoring of biosafety compliance
* Track and ensure compliance with PMC manuscript submission website
* Implement and maintain eRA Commons institutional account
* Coordinate with IT for maintenance of online manuscript clearance portal
* Coordinate with IT for online data repository set-up and maintenance
* Design and coordinate systems for communications among staff to facilitate the efficientflow of information relating to projects and program activities
* Maintain branch file systems for correspondence and projects
* Confirm that scientific engagements are managed and indicated on leaderships calendarand that all established meetings are arranged
* Note commitments made by executive level during meetings and arrange for staffimplementation and perform timely follow-up
* Arrange for staff member to represent organization at conferences and meetings, establishappointment priorities, or reschedule or refuse appointments or invitations
* Draft outgoing correspondence for executive levels approval and with attention toconflict with policies or executive levels viewpoints; make recommendations to resolveproblems that arise
description
* In the executive levels absence ensure that requests for action or information are relayedto the appropriate staff; decide whether executive level should be notified of important oremergency issues
* Summarize synthesize the content of incoming materials, information or meetings;coordinate the new information with background office sources; draw attention toimportant parts or conflicts
* Develop routine plans or schedules using standard references and existing information;determine specific steps based on defined objectives, input required
* Identify scheduletime required; estimate resources required
* Identify discrete steps of routine business practices that might be opportunities forapplying standard quality improvement techniques; develop Standard OperatingProcedures accordingly
* Implement the records management system for the Scientific Directors office to ensureproper filing accountability, storage and retrieval of files
* Compile emergency preparedness contact information and update annually Haveinformation available in the event of an emergency or drill
* Be familiar with ethics considerations for executive, investigator and trainees
* Research information requested and provide that information; maintain status of projects;follow up on actions through contact with office staff
* Maintain Scientific Directors office daily calendar, making appointments; makearrangements for such meetings by reserving meeting space, scheduling the specific time, and contacting all personnel expected to attend; extending electronic invitations, arrangefor transportation and lodging for meeting participants; transmit agenda and all necessarybackground material to participants on the topics to be discussed
* Coordinate and plan leaderships office meeting and conference attendance; make allnecessary travel arrangements; maintain continuous communication with staff while ontravel to triage and resolve any problems; process travel vouchers
* Produce a wide range of documents; address a variety of office needs which may includeword processing, information management, report preparation, publications, informationgathering, communications, etc
* Gather material for use in reports, presentations and speeches of leadership; maintain afile of visual aids for use in presentations; make all arrangements for the presentations
* Receive all incoming unclassified mail to the Directors Office; maintain a log of all official mail; prepare responses to a wide variety of correspondence
* Determine if correspondence should be brought to the attention of the Director, referredto appropriate personnel, or handled independently
* Review all outgoing correspondence for neatness, accuracy, adherence to establishedformat, and adherence to leaderships policies; draft correspondence, such as routineofficial correspondence, social and personal acknowledgements, congratulatory letters,acceptances letters, and routine office reports
* Note and follow up on commitments made at the meetings and conferences
* Coordinate meetings, deadlines, presentations and domestic and foreign travelarrangements, coordinate flights, accommodations and other itinerary specific
* Coordinate various office reports, create spreadsheets and charts, maintain databases andhandling of sensitive and confidential documents; ensure the proper filing accountability,storage and retrieval of files
* Research information requested and provide additional material as required, maintainstatus of projects, and follow upon actions through contact with office staff
* Prepare and format information for internal and external distribution, including writingletters and memos, compiling data for reports, creating computerized presentations,writing reports, transcribing dictation, qualitative data coding, editing, proofreading andother information preparation duties

Keywords: Equiliem, Bethesda , Operations Coordinator, Other , Bethesda, Maryland