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Operations Coordinator

  • Location: North Carolina, United States of America, North America
  • Salary: 25-31 per hour
  • Job Type:Contract

Posted 18 days ago

  • Sector: Government
  • Start Date: 2022-01-10
  • Job Ref: 22-01126

Overall Position Summary and Objectives The purpose of this position is to support operations of the NIEHS Office of the Director. Provides program and logistical coordination to the institute's senior level management team in support of the Director.
Minimum Education
  • Bachelor's

Skills (Ranked By Priority)
  1. Executive level support
  2. Meeting coordination
  3. Calendaring
  4. Data analysis
  5. Meeting minutes/summary reports
  6. Travel planning
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
Field of Study
  • Business Management and Administration
  • Community and Public Health
  • Miscellaneous Health Medical Professions
DELIVERABLES
  • Coordinate staff responses to data calls, track, and act as liaison for Director on official agency responses. - Weekly
  • 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, data entry, and create and update spreadsheets and databases. - Daily
  • Retrieve, compile, develop, organize, and share information across various platforms to support decision making alternatives for senior management team - Weekly
  • Manage executive calendars and coordinate meeting logistics by working with internal and external customers - 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, individualmass mailings, correspondence, reports and various forms
  • Work with staff on internal operating budget establishment; monitor obligations and commitments; advise senior staff on spending and track spending pattern and needs for internal tracking
  • 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, andor implementing internal administrative policies and procedures
  • 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
 
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
  • Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information
  • 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 Director on official agency actions
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
  • 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; Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management
  • 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; 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