Operations Coordinator

Location: IC: NIA Street: 251 Bayview Blvd. Bldg: BRC Room: 4th Floor OSD City: Baltimore State & Zip: MD 21224

Weekly Hours FT: 3040 hours per week Total No. of Hours 40

Overall Position Summary and Objectives

The purpose of this position is to provide administrative support to the Office of the Scientific Director

Min Education Bachelors

Resume Max Pages 3

Certifications & Licenses

• High School Diploma plus 5 years of related experience is a considered eqviliant to a Bachelors Degree

Skills (Ranked by Priority)

1. Knowledge of NIH procurement purchasing travel and administrative systems
2. Excellent analytical organizational and time management skills.
3. Strong communication skills both oral and written.
4. Meeting coordination
5. Travel planning
6. Calendaring
7. Executive level support
8. Scheduling

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
• ITAS

Field of Study

• General Business

Statement of Work Details

Provides support for various procurement and administrative tasks.

• Note commitments made by executive level during meetings and arrange for staff implementation.
• Arrange for staff members to represent organization at conferences and meetings establish appointment priorities or reschedule or refuse appointments or invitations
• Read outgoing correspondence for executive levels approval and alert writers to any conflict with the file or departure from policies or executive levels viewpoints; make recommendations to resolve problems that arise.
• In the executive levels absence ensure that requests for action or information are relayed to the appropriate staff furnished in timely manner; notify executive level of important or emergency issues of which the executives should be made immediately aware.
• Summarize the content of incoming materials specially gathered information or meetings to assist executives; coordinate the new information with background office sources; advise of important parts or conflicts.
• Compose correspondence requiring some understanding of technical matters within the program.
• 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. 3
• 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 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 officewide reports and other activities including performance management documents awards committee memberships etc.
• 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.
• Prepare and route personnel packages for onboarding transfer promotions terminations including processing of credentialing packages.
• Serve as the primary contact for the meeting room and parking reservation system. 2
• Coordinate the printing and conversion of paper documents to electronic files.
• Update/maintain calendars and shared calendars for multiple staff members. 4
• Coordinate events such as symposiums award ceremonies and seminars. Prepare agenda travel arrangements and handle other related logistics. 5
• Provide support with timekeeping duties.
• Serve as the coordinator for the internal manuscript clearance system. Serve as the contact for the NIH manuscript processes (submission to PubMed Central etc.). 1

Acts as point of contact with management and administrative budget and property management staff.

• Develop maintain and utilize various administrative databases.

Provides guidance to staff on Federal guidelines and procedures.

• Provide information to program staff on policies and procedures for government travellers and invited guests.
• Review all personnel packages and advise program personnel on HR regulations and 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.
• 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.
• Gather and analyze information about processes and programs; prepare reports letters and other documents for review and input for programs policies and activities.
• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
• Maintain file systems for correspondence and projects.

Prepares inventory and purchase requests and assists with property management.

• Maintain office records including office procurements and reimbursement procedures.

Coordinates with management on special projects.

• Provide direct administrative procedural and informational resource support; work with staff to coordinate program workflow.
• 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.

Researchers and proposes new administrative procedures.

• Gather and analyze information about processes and programs; prepare reports letters and other documents for review and input for programs policies and activities.