Operations Coordinator - NIH

Operations Coordinator - NIH Salary Range: $35.00 To $37.00 Hourly Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits. Responsibilities: 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. 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 officestaff. 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 ofinformation. 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. 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. Provides guidance to staff on Federal guidelines and procedures. Provide information to program staff on policies and procedures for government travelers and invited guests. 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. Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs. 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. 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. Prepares inventory and purchase requests and assists with property management. Maintain office records including office procurements and reimbursement procedures. Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures. Enter requests for office supplies using POTS. Process and track order requests using government systems (i.e., 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. Coordinate staff responses to data calls from the Office of the Director. Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow. 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, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases. 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. Coordinate all administrative aspects of special projects. Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues. Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives. Conduct project close out reviews to reflect current processes and identify areas for improvement. Researchers and proposes new administrative procedures. Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities. 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. 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. Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency. Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions. Additional Responsibilities Plan, coordinate, analyze, and evaluate administrative missions and operations; execute administrative and support functions; coordinate administrative management functions; provide key advice and guidance to staff in facilitating the performance of their responsibilities Participate in office staff meetings and discussions pertaining to the activities encompassed in the administrative and management functions Gather data from individual units within the organization; analyze requirements particular to one functional area; design implementation procedures to meet the overall needs of the organization; coordinate schedules, deadlines and methods of approach with management Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions Provide advice and guidance for improvements; anticipate areas of concern or questions which must be addressed when making recommendations Analyze effectiveness of administrative support for the office and recommend appropriate corrective measures Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues Provide a variety of assigned activities such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives Develop and maintain data including charts, graphs and reports reflecting effectiveness and efficiency standings and planned versus actual accomplishments of the office Prepare and edit reports, briefings, and other informational material designed primarily to report functions of the office; analyze and select facts that are drawn from different sources and synthesized into a unified presentation 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, training requests, individual mass mailings, correspondence,reports and various forms Gather and analyze information about processes and programs; prepare reports, letters,and other documents for review and input for programs, policies, and activities Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained Update and maintain spreadsheets, databases, budget records and contact databases Compile data and create and maintain slides for presentation utilizing computer programs Update maintain calendars and shared calendars for multiple staff members Organize weekly departmental meetings, take minutes, follow up on action items Coordinate meetings, workshops and courses for staff; make arrangements for conference rooms and audio-visual requirements; prepare agendas and briefing materials Maintain office records including office procurements and reimbursement procedures Track, record and route manuscripts to reviewers Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities Note commitments made by executive level during meetings and arrange for staff implementation Arrange for staff member 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; decide whether executive level should be notified of important or emergency issues Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts Qualifications: Advancedproficiency in Microsoft Office suite Knowledge of organizational administrative, travel, budget and purchasing systems, such as ITAS, SharePoint, Concur. Demonstrated proficiency in: Travel planning Social Media knowledge of the Federal Travel Regulation Executive level support Meeting coordination Paid Time Off and Paid Holidays 401K/Profit Sharing Plan Flexible Spending Accounts (Healthcare & Dependent Care) Pretax Parking & Transportation Plan Short-Term & Long-Term Disability Insurance Life & AD&D Insurance Professional Development/Education Employee Discount Program Employee Assistance Program Travel Assistance Program Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information. #J-18808-Ljbffr Automatic Data Processing, Inc.