Operations Assistant

Guidehouse•Rockville, MD

1d•Hybrid

About The Position

We are currently searching for an Operations Assistant to support work at the National Institute of Allergy and Infectious Diseases (NIAID), part of the National Institutes of Health (NIH). This is a full-time position with Guidehouse. There is a preference for working on site at NIH in Rockville, MD but remote options will also be reviewed. Periodic onsite presence is required, including in‑person new‑joiner orientation in Tysons Corner, VA and occasional onsite team meetings in Rockville, MD.

Requirements

Bachelor’s degree plus minimum of SIX (6) years of prior relevant experience OR, a high school diploma plus minimum of TEN (10) years of prior relevant experience
Strong background in Microsoft Teams and SharePoint
Expertise with Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint, and OneNote)
Strong interpersonal skills, an upbeat and “can do” attitude is a must for this opportunity
Excellent communications skills, both oral and written
Must be able to obtain and maintain a Federal or DoD Public Trust. Candidates must receive approved adjudication of their Public Trust prior to onboarding with Guidehouse.
Ability to meet position requirements that include required in‑person activities, such as new‑joiner orientation in Tysons Corner, VA and onsite meetings in Rockville, MD, as determined by program and business needs.

Nice To Haves

Knowledge of federal administrative procedures and executive protocols, desirable
Previous experience with NIH or NIAID purchasing and acquisitions including the AMBIS, NBS, or POTS systems
Organizational and time management skills
Experience working in a life science or science operations setting, preferred
Experience proactively identifying group organizational challenges and recommending effective process improvements
Candidates with an active Public Trust or existing suitability are preferred

Responsibilities

Branch Operations Management Support oversight for Branch travel coordination and logistics
Enter and track purchase requests for Branch staff, helping to prioritize key purchases to ensure continuity of operations
Track recurring, annual purchases such as software licenses and manage the purchasing and distribution of licenses
Lead staff transition processes – including onboarding and offboarding ensuring that transitions are monitored and critical tasks in the processes are completed
Assist in preparing and reviewing Standard Operating Procedures, reports, presentations, and briefing materials including tracking publication submissions and acceptance across the Branch
Support special Branch-wide projects and strategic initiatives and perform other duties as assigned
Branch Meeting Logistics Organize and facilitate meeting scheduling for the executive and managerial teams, maintaining an orderly and prioritized calendar
Coordinate and organize monthly Branch All Hands and program reporting meetings, including soliciting agenda topics, compiling and distributing agendas, and supporting meeting logistics (e.g., meeting timekeeping and chat monitoring); requires coordination with staff across the Branch
Manage meeting agenda and follow-up framework; coordinating with attendees to include relevant background materials and briefing documents
Exercise independent judgment when recommending acceptance, rescheduling, or delegation of meetings
Attend meetings as requested and record accurate, concise minutes; capture decisions, action items, suspense dates, and responsible parties; distribute meeting summaries within established timelines
Organize and maintain a public to NIH listing of scheduled workshops and seminars in coordination with the Branch Outreach lead and presenters across a diverse group of science and software development specialties

Benefits

Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Parental Leave
401(k) Retirement Plan
Group Term Life and Travel Assistance
Voluntary Life and AD&D Insurance
Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
Transit and Parking Commuter Benefits
Short-Term & Long-Term Disability
Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Care.com annual membership
Employee Assistance Program
Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)
Position may be eligible for a discretionary variable incentive bonus