Operations Coordinator
Company: E-Talent Network
Location: Bethesda
Posted on: May 23, 2023
Job Description:
POSITION INFORMATION
Overall Position Summary and Objectives Under this task order, the
contractor will independently provide support services to satisfy
the overall operational objectives. 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
- NIH Experience is perferred
Skills (Ranked By Priority)
- Ability to communicate effectively both orally and in
writing.
- Knowledge of business mathematics sufficient to compare and
verify quantitative data.
- Reads and applies government regulations, agency policies and
procedures.
- Obtains, compiles, and summarizes narrative information and
quantitative data for use by others within the office.
- Makes arrangements for travelers, to include air, hotel, and
rental car reservations.
- Knowledge of procurement, purchasing and administrative
systems.
- Expense reconciliation, project management/planning,
timekeeping, fellowship program management
- Social Media, knowledge of the Federal Travel
Regulation
- Meeting minutes/summary reports
- Travel planning
- Data analysis
- Calendaring
- Scheduling
- Project management, website content management
- Executive level support
- Meeting coordination
- Outreach Activities
- Meeting Minutes
- Timekeeping Leave Audits
- Timekeeping
- Teamwork and Collaboration
- Prepares routine correspondences
- Reviews purchasing orders for correctness
- Conducts inventories of property assigned to an organizational
unit.
- Knowledge and skill to draw conclusions and make
recommendations by analyzing facts and making comparisons.
- basic knowledge of the following areas: Communicate effectively
with Senior Leadership, General Administrative Management/Service,
Policy and Procedure Research, and Project Management
Software
- MS Office
- NIH Enterprise Directory (NED)
- Concur
- Adobe Acrobat
- ITAS
- Building Access Systems (Kastle & Datawatch)
- SharePoint
- WebEx
- MS Teams
- ZOOM
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. - Ad-Hoc
- 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. - Ad-Hoc
- 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. - Ad-Hoc
- 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. -
Ad-Hoc
- 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. -
Ad-Hoc
- 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. - Ad-Hoc
- Use various administrative programs/systems to enter, review,
and track various packages. - Ad-Hoc
- 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. - Ad-Hoc
- Reviewing various reports and working with Administrative
Officer to reconcile, validate, or complete actions listed on
reports. - Ad-Hoc
- The incumbent's primary contacts are with employees in the
agency, both inside and outside the immediate organization, such as
management support and administrative support personnel. The
primary purpose of the contacts is to acquire or exchange
information or facts needed to complete an assignment. - Ad-Hoc
- Prepares routine correspondence - Ad-Hoc
- Obtains, compiles, and summarizes narrative information and
quantitative data for use by others within the office. - Ad-Hoc
- Makes arrangements for travelers, to include air, hotel, and
rental car reservations. - Ad-Hoc
- Reviews purchasing orders for correctness. - Ad-Hoc
- Conducts inventories of property assigned to an organizational
unit. - Ad-Hoc
- Reads and applies government regulations, agency policies and
procedures. - Ad-Hoc
- Works in collaboration with a variety of Staff to complete a
variety of administrative actions. - Ad-Hoc
- Takes meeting minutes of meeting. Meeting minutes will be
reviewed for accuracy and distributed to appropriate Staff. -
Ad-Hoc
- Cleaning of various data sources and performing audits.
Examples include but are not limited to: ITAS discrepancies, Annual
NED Review, NED discrepancies, etc. - Ad-Hoc
- Pulling various reports, formatting those reports, and
distribution to appropriate staff. - Ad-Hoc
- Working collaborative with various staff to facilitate
projects/programs. - Ad-Hoc
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
- 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: E-Talent Network, Bethesda , Operations Coordinator, Other , Bethesda, Maryland
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