Operations Coordinator

Global Solutions Network Inc•Baltimore, MD

9d•$36 - $39•Onsite

About The Position

Global Solutions Network (GSN), a federal government contracting firm, is hiring a full-time, short-term Operations Coordinator to support its customer at the National Institutes of Health (NIH) in Baltimore, Maryland. The position provides administrative, procedural, and informational support; coordinates program workflow; and serves as a point of contact among staff, management, and administrative, budget, and property-management personnel. The role coordinates personnel, travel, procurement, property, records, meetings, communications, and office operations. It prepares and tracks documentation and packages for personnel actions, purchasing, travel, training, and other administrative needs; maintains databases, spreadsheets, calendars, and filing systems; researches and communicates policies and status information; and supports data calls, special projects, workflow analysis, and reporting. The position also helps staff with technology needs and contributes to the development and improvement of administrative procedures. GSN offers a competitive salary and comprehensive benefits.

Requirements

Bachelor’s degree.
Ten years of experience.
Demonstrated proficiency in Microsoft Office.
Knowledge of NIH procurement, purchasing, and administrative systems.

Responsibilities

Coordinate preparation of travel requests, professional service orders, sponsored travel requests, outside activity forms, official duty memoranda, leave authorizations, training requests, correspondence, reports, mailings, and other forms.
Provide administrative, procedural, and informational support and coordinate program workflow with staff.
Proofread, recommend, interpret, and implement internal administrative policies and procedures with staff.
Prepare documentation and obtain signatures, approvals, and clearances for recruitment, appointments, appointment renewals and extensions, reassignments, pay adjustments, separations, and terminations.
Prepare and route personnel packages for onboarding, transfers, promotions, and terminations, including credentialing and visa-related documents.
Prepare or assemble components of human resources packages, awards, justifications, and incentive documents, including recruitment, relocation, and retention incentives.
Coordinate meetings, workshops, and courses; arrange rooms and audiovisual equipment, WebEx, and other remote connections; distribute agendas and materials; communicate with participants; and prepare minutes.
Maintain fiscal-year and shared calendars, contact databases, administrative databases, records, spreadsheets, and tracking systems.
Research requested information, monitor project status, follow up on actions, and respond to staff requests for information and updates.
Produce and manage office documents, reports, publications, presentations, and other materials; compile, retrieve, organize, enter, and analyze information and data.
Serve as a point of contact with management and administrative, budget, and property-management staff, and as an initial contact for Office matters.
Coordinate office communications and develop systems to facilitate the flow of information about projects and program activities.
Provide staff with information about government travel policies and procedures and explain HHS and NIH property acquisition policies, procedures, and regulations.
Keep abreast of new guidance and policies, disseminate information, and serve as a resource on established policy.
Maintain documentation, databases, and spreadsheets related to personnel, budget, travel, training, professional activities, and project management; analyze information and prepare summaries and reports.
Develop budget proposals, monitor expenditures, track deadlines, coordinate actions, and provide follow-through.
Upload, organize, and maintain information on SharePoint; oversee administrative reference materials such as staff schedules, tours of duty, contact information, and budget tracking.
Coordinate and process equipment and office supply orders; enter requests in POTS; prepare requisitions and purchase requests; maintain procurement and reimbursement records; and track orders using government systems.
Inventory office supplies and equipment, assist with property management, administer equipment maintenance contracts, and maintain space-utilization records and projections.
Prepare and track purchase requests and justifications; follow up on procurement actions; review receiving documentation; reconcile receiving problems; and maintain related records and spreadsheets.
Coordinate special projects and staff responses to data calls from the Office of the Director.
Participate in studies and analyses of administrative operations, organizations, and management; prepare materials for workflow and operational analyses, cost studies, and equipment-utilization reviews.
Manage special projects and prepare or edit letters, reports, presentations, meeting agendas, spreadsheets, and databases.
Compile data and create and maintain PowerPoint presentations.
Research and advise staff on technology needs and updates, such as laptops, mobile devices, and monitors.
Research and propose administrative procedures; gather and analyze information about processes and programs.