Operations Coordinator
Operations Coordinator
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Job Description
Location : IC : NIMH Street: 49 Convent Dr. Bldg: 49 Room: 5A72 City: Bethesda State & Zip: MD 20892
Weekly Hours FT: 3040 hours per week Total No. of Hours : 40
Overall Position Summary and Objectives
The position will independently provide support services to satisfy the overall operational objectives of the National Institute of Mental Health.
Min Education Bachelors
Resume Max Pages 15
ADDITIONAL QUALIFICATIONS
Certifications & Licenses
- Bachelors degree in a related discipline and nine years experience
Skills (Ranked By Priority)
- Experience with program and protocol management and budget tracking
1 2 3 4 5 represent priority rankings where 1 is the highest priority and 5 is the lowest priority of those ranked
Software
- MS Office
Field of Study
- Business Management and Administration
Statement of Work Details
Provides support for various procurement and administrative tasks.
- Provide administrative procedural and informational resource support; work with staff to coordinate program workflow.
Acts as point of contact with management and administrative budget and property management staff.
- 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.
Provides guidance to staff on Federal guidelines and procedures.
- Provide information to program staff on policies and procedures for government travellers and invited guests.
- Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
Develops maintains and updates documentation databases and spreadsheets for personnel budget and travel actions.
- Prepare documents and enter information into administrative systems in the areas of recruitment of new staff time and attendance accessions and separations.
Prepares inventory and purchase requests and assists with property management.
- Enter requests for office supplies using POTS.
Coordinates with management on special projects.
- 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.
Researchers and proposes new administrative procedures.
- Gather and analyze information about processes and programs.
Other
- Develop and maintain spreadsheets for tracking and analyzing information; monitor and verify accuracy of data; research and analyze records; identify and correct discrepancies. 1
- Prepare reports to include monthly expenditures forecasts and staffing allocations. 2
- Work with staff to maintain resources as they relate to ongoing contracts for the NIMH Intramural program. 3
- Gather analyze and prepare justifications for administrative requests; input requests into NIH databases.
- Develop maintain and utilize various databases.
- Update and develop content for web sites and monitor for currency and accuracy of information.
- Update/maintain shared calendars; manage all appointments commitments and invitations for clinical staff.
- Schedule workshops and other conferences on behalf of research staff.
- Ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency actions or information.
- Summarize the content of incoming materials specially gathered information or meetings; coordinate the new information with background office sources; draw attention to important parts or conflicts.
- Serve as RequisitionerInternal and External in NBS Acquisition and as a Requestor in the POTS system.
- Inventory supplies and equipment; prepare and submit training supply equipment service and advertisement orders; coordinate with vendors to obtain quotes and ensure receipt of items.
- Maintain office records including office procurements and reimbursement procedures. Coordinate the preparation of a variety of documents on behalf of program staff such as travel requests professional service orders requests for sponsored travel (Form 348) outside activities (Form 520) official duty memoranda training requests individual/mass mailings correspondence reports and various forms.
- 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 might arise.
- Orient new personnel to the laboratory and administrative databases and computer systems.
- Serve as custodian of personal property for assigned areas; maintain records of accountability; monitor property inventory; assist with arranging for disposal of excess property.
- Serve as liaison between NIMH research staff and NIMH administrative staff. Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Coordinate special projects.
Employment Type
Full Time
