Operations Coordinator
Operations Coordinator
Posted on :
03-01-2025
Employer Active
1 Vacancy
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Job Description
Location : IC: NCI Street: 9609 Medical Center Dr. Bldg: 9609 Room: 6E130 City: Rockville State & Zip: MD 20850
Weekly Hours FT: 3040 hours per week Total No. of Hours : 40
Overall Position Summary and Objectives
This position will independently provide support services to satisfy the overall operational objectives of the NCI/OM.
Min Education Bachelors
Resume Max Pages 15
ADDITIONAL QUALIFICATIONS
Certifications & Licenses
- Federal Government Travel
Skills (Ranked By Priority)
- Travel planning
- Expense reconciliation project management/planning timekeeping fellowship program management
- Procurements and purchasing including maintaining documentation
- Budget
- Maintain and utilize various administrative data bases
- Meeting coordination
- Social Media knowledge of the Federal Travel Regulation
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
- POTS
Field of Study
- General Business
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 individual/mass mailings correspondence reports and various forms. 1
- 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.
- 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 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.
- 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.
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 official sand administrative offices.
- Serve as liaison for servicing branch equipment. 4
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.
- 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.
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.
- Develop update and maintain manuscript clearance system and manuscript bibliography database. 2
Prepares inventory and purchase requests and assists with property management.
- Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
- Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures. 3
- 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 (i.e. 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. 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.
- Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
Researchers and proposes new administrative procedures.
- Research and advise staff on technology needs/updates such as laptops mobile devices and monitors.
- Assist with maintenance of SharePoint sites and shared electronic document/data libraries including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.
- Use daytoday observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions.
Employment Type
Full Time
Key Skills
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