Operations Coordinator

Guidehouse•Baltimore, MD

11d•$74,000 - $124,000•Onsite

About The Position

We are looking for an Operations Coordinator to provide administrative, operational, and program support to laboratory staff within the National Institute on Aging (NIA). This Operation Coordinator will support a broad range of personnel, travel, procurement, project tracking, meeting coordination, and office management activities. This position is a full-time position located in Baltimore, MD.

Requirements

Bachelor’s degree
Minimum of THREE (3) years supporting administrative, operations, program coordination, or office management functions.
Skilled in coordinating meetings, workshops, conferences, and related meeting logistics.
Background supporting personnel actions, onboarding, transfers, promotions, terminations, and related administrative processes.
Proven capability managing travel, procurement, budget tracking, records management, and administrative reporting activities.
Demonstrated proficiency creating and maintaining spreadsheets, databases, dashboards, and tracking tools.
Proficiency with Microsoft Office applications.
Familiarity with SharePoint and collaboration platforms.
Capacity to manage multiple priorities and meet established deadlines.
Analytical mindset for assessing administrative workflows and recommending process improvements.
Must be able to obtain and maintain a Federal or DoD “public trust”; candidates must receive approved adjudication prior to onboarding with Guidehouse. Candidates with an active public trust or suitability are preferred.

Nice To Haves

Certified Administrative Professional (CAP) certification.
Knowledge of Federal Travel Regulations.
Strong writing and documentation skills, including preparing reports, presentations, correspondence, meeting minutes, and briefing materials.
Strong organizational, communication, proofreading, and project coordination skills.
Hands-on use of Concur.
Proficiency with WebEx and remote meeting technologies.
Familiarity with ITAS and other federal administrative systems.
Background managing website content and SharePoint sites.
Federal environment exposure maintaining personnel, budget, and travel databases.
Prior support to NIH, HHS, or other Federal Government organizations.
Track record developing SOPs, internal guidance documentation, and process improvement initiatives.
Strength coordinating complex administrative projects and executive-level support activities.
Knowledge of property management, procurement tracking, and office inventory processes.
Leadership support through dashboards, data analysis, and decision-support reporting.

Responsibilities

Provide direct administrative, procedural, informational, and program workflow support to laboratory staff, serving as a primary point of contact for office communications and the flow of information.
Perform complex ongoing and ad hoc support tasks, including managing special projects, drafting letters and reports, preparing and editing presentations, developing agendas, compiling data, and creating or updating spreadsheets, databases, dashboards, and tracking tools.
Gather, research, and analyze information on processes, programs, data calls, workflow, technology needs, and administrative tools; recommend improvements that enhance efficiency, standardization, and office operations.
Coordinate travel requests, professional service orders, sponsored travel, outside activities, official duty memoranda, leave authorizations, training requests, correspondence, reports, requisitions, purchase requests, reimbursements, property records, and other administrative forms.
Coordinate meetings, workshops, and courses by scheduling conference rooms, arranging logistics, audiovisual support, WebEx sessions, agendas, materials, participant communications, and meeting minutes.
Maintain fiscal year calendars, shared calendars, personnel, budget, travel, training, project management, performance management, awards, committee membership, database, reporting, and project status tracking systems.
Produce and manage documents, reports, communications, presentations, operational summaries, budget tracking tools, dashboards, and other information-management materials for leadership visibility and decision-making.
Prepare, route, track, reconcile, and follow up on personnel packages and administrative actions for onboarding, transfers, promotions, terminations, appointment renewals, credentialing, and compliance with federal requirements.
Develop and maintain SOPs, guidance documentation, administrative databases, tracking systems, dashboards, and tools while ensuring data integrity, accuracy, completeness, and timeliness.
Serve as liaison with Human Resources, budget, contracting, IT, and other offices to resolve administrative and operational issues, including advising staff on government travel policies, procedures, and federal administrative requirements.
Coordinate office equipment and supply purchases, maintenance agreements, inventory management, procurement documentation, and technology updates for laptops, mobile devices, monitors, and related tools.
Meet weekly with laboratory members to present updates and discuss ongoing administrative activities.

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