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Operations Coordinator 1 - 3

  • Location: Rockville, MoCo, Maryland
  • Salary: 25-31 per hour
  • Job Type:Contract

Posted 4 months ago

  • Sector: Government
  • Start Date: 2022-01-24
  • Job Ref: 22-02108
NINDS

Overall Position Summary and Objectives Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute of Neurological Disorders and Stroke. The primary objective is to provide services and deliverables through performance of support services.
Minimum Education
Bachelor's

Certifications & Licenses
  • Certified Adminstrative Assistant
Skills (Ranked By Priority)
  1. Meeting coordination
  2. Travel planning
  3. Expense reconciliation, project management/planning, timekeeping, fellowship program management
  4. Meeting minutes/summary reports
  5. Data analysis
1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked
Software
  • SharePoint
  • MS Office
  • Concur
  • WebEx
  • Zoom
  • Microsoft teams
Field of Study
  • Miscellaneous Health Medical Professions
  • Neuroscience
  • Miscellaneous Biology
  • Biology
  • General Business


DELIVERABLES
  • Upon request, the contractor shall provide documentation evidence of any and/or all work product, including, but not limited to, the following tasks: v Work products and documents related to organizing weekly cluster and other meetings and workshops and courses; coordinate all aspects of recruitment processes; coordinate New Hire Orientation for staff. v Work products and documents related to setting up and formatting spreadsheets to analyze information; coordinate the preparation of requests, memoranda, reports, forms, and mailings. - Daily
  • Work products and documents related to developing, maintaining, and utilizing various administrative databases; compile data and create and maintain slides for presentation. v Work products and documents related to updating and maintaining calendars and shared calendars for staff; establish appointment priorities; coordinate meetings, workshops, and courses; schedule conference rooms and audio-visual requirements. v Work products and documents related to maintaining office records; provide timekeeping v Support; track, record, and direct manuscripts to reviewers; maintain file systems; note staff commitments; arrange for staff implementation. v Work products and documents related to summarizing and coordinating incoming materials; compose correspondence requiring understanding of technical matters - Daily
STATEMENT OF WORK DETAILS
functional responsibility
Provides support for various procurement and administrative tasks.
description
  • 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
description
  • Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow
description
  • 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
description
  • 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
description
  • 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
functional responsibility
Acts as point of contact with management and administrative, budget and property management staff.
description
  • Develop, maintain and utilize various administrative databases
description
  • 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
description
  • Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices
description
  • 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
description
  • 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
functional responsibility
Provides guidance to staff on Federal guidelines and procedures.
description
  • Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs
description
  • Provide information to program staff on policies and procedures for government travelers and invited guests
description
  • Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation
description
  • Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies
description
  • 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
functional responsibility
Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
description
  • Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files
description
  • Assemble and summarize data, background information and other materials from source materials or automated systems
description
  • Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management
description
  • Maintain contacts database; updatemaintain calendars and shared calendars for multiple staff members
description
  • 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
functional responsibility
Prepares inventory and purchase requests and assists with property management.
description
  • Enter requests for office supplies using POTS
Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements description
  • Process and track order requests using government systems ie, POTS on behalf of branch staff
Manage office records and spreadsheets including office procurements, reimbursements, and property
  • 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.
 
  • 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, prepareedit presentations, develop meeting agendas and create and update spreadsheets and databases