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Operations Coordinator

  • Location: Bethesda, MoCo, Maryland
  • Salary: 25-30 per hour
  • Job Type:Contract

Posted about 1 month ago

  • Sector: Government
  • Start Date: 2021-12-21
  • Job Ref: 21-27935
Overall Position Summary and Objectives The Contractor shall provide support services to satisfy the overall operational objectives of the Division of Intramural Research (DIR) in the National Center for Complementary and Integrative Health (NCCIH) at the National Institutes of Health (NIH). The primary objective is to provide services and deliverables through performance of support services. The administrative burden is high as there are multiple laboratories and sections within the NCCIH IRP.
 
Minimum Education
  • Bachelor's
Certifications & Licenses
  • N/A
Skills (Ranked By Priority)
  1. Strong communication skills, both oral and written
  2. Excellent analytical, organizational, and time management skills
  3. Strong ability to multi-task
  4. Meeting coordination
  5. Travel planning
1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked
Software
  • MS Office
  • Concur
  • Microsoft SharePoint
  • Other NIH Business Systems
  • ITAS
Field of Study
  • Less Than a bachelor's degree
DELIVERABLES
  • Work products and documents related to providing executive expertise needed to coordinate, improve and oversee the overall functioning of the office.
  • Work products and documents related to making arrangements for conferences, workshops, seminars, meetings and conference calls; develop, maintain and update spreadsheets for personnel, budget and personnel; monitor expenditures; create summaries.
  • Work products and documents related to preparing, processing and tracking travel documents, professional service orders, outside activities forms, training requests and other forms; create and prepare slides and presentations.
  • Work products and documents related to updating and developing content for web sites; monitor for currency and accuracy; provide intranet updates and changes; coordinate the training of personnel; track all activities
  • Work products and documents related to conducting searches of library references, scientific publications and other databases; extract and organize information; update and maintain shared calendars; oversee inventory of supplies; prepare and process purchase requests and maintenance agreements; provide support with timekeeping duties.
 
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, individualmass mailings, correspondence, reports and various forms
  • 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 recruitmentappointment of professional, technical, and support staff, renewalextension of appointments, reassignments, pay increasesadjustments, separationtermination, etc
  • 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
  • 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.
  • Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices
  • 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
Provides guidance to staff on Federal guidelines and procedures.
  • Provide information to program staff on policies and procedures for government travelers and invited guests
  • 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.
  • 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
  • Maintain contacts database; updatemaintain calendars and shared calendars for multiple staff members
Prepares inventory and purchase requests and assists with property management.
  • 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 ie, POTS on behalf of branch staff
  • 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.
 
  • 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
  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepareedit presentations, develop meeting agendas and create and update spreadsheets and databases
  • Coordinate all administrative aspects of special projects
  • 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
Researchers and proposes new administrative procedures.
  • Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency
1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked