Operations Coordinator - NIH

Global Solutions Network Inc•Rockville, MD

25d•$35 - $37

About The Position

Global Solutions Network (GSN), a federal government contracting firm, is hiring a full-time, long-term Operations Coordinator to support its customer at the National Institutes of Health (NIH). The role provides procurement, administrative, operational, and project support, serving as a key point of contact among management, staff, and administrative, budget, and property-management groups. The coordinator supports office processes, staff communications, meetings, travel, purchasing, records, and special projects, while providing guidance on federal policies and procedures. The position maintains and develops administrative documentation, databases, spreadsheets, calendars, websites, SharePoint sites, and reports relating to personnel, budgets, travel, training, procurement, and projects. It also reviews office processes, identifies inefficiencies, recommends improvements, and helps ensure compliance with program policies and procedures. The role requires independent work on ongoing and ad hoc assignments and coordination with program officials, administrative offices, and staff.

Requirements

Bachelor's degree.
Advanced proficiency in the Microsoft Office suite.
Knowledge of organizational administrative, travel, budget, and purchasing systems, such as ITAS, SharePoint, and Concur.
Demonstrated proficiency in travel planning.
Demonstrated proficiency in social media.
Knowledge of the Federal Travel Regulation.
Demonstrated proficiency in executive-level support.
Demonstrated proficiency in meeting coordination.

Responsibilities

Coordinate preparation of travel requests, professional service orders, sponsored travel requests (Form 348), outside activity forms (Form 520), official duty memoranda, leave authorizations, training requests, correspondence, reports, mailings, and other forms.
Coordinate staff meetings, workshops, and courses; arrange conference rooms, audiovisual equipment, WebEx, and other remote connections; prepare agendas and materials; communicate with participants; and distribute minutes.
Maintain fiscal-year and shared calendars, databases, office-wide reports, records, and administrative documents.
Research requested information, track project status, and follow up on actions with office staff.
Produce documents and reports, gather and manage information, and update content for websites, newsletters, and other communications while monitoring accuracy and currency.
Act as a point of contact with management and administrative, budget, and property-management staff; develop and maintain administrative databases and communication systems.
Coordinate equipment and office-supply orders, maintenance contracts, purchase requests, requisitions, receiving documentation, procurement records, reimbursements, and property records; use government systems such as POTS to enter and track requests.
Organize and administer administrative components of assigned servicing areas and collaborate with program officials and administrative offices.
Provide staff with information and guidance on federal policies and procedures, including travel policies for government travelers and invited guests; keep current on new guidance and disseminate information.
Maintain databases and spreadsheets for personnel, budget, travel, training, professional activities, and project management; develop budget proposals, monitor expenditures, prepare summaries and reports, and maintain administrative reference documents.
Upload, organize, and maintain information on SharePoint and support SharePoint sites and shared electronic document and data libraries, ensuring posted materials are accurate and appropriately filed.
Coordinate special projects and data-call responses; support program workflow; draft letters and reports; edit presentations; develop agendas and spreadsheets; and coordinate administrative aspects of projects and initiatives.
Review and update policy and website content, address broken links and system issues, and consider staff feedback on site layout and content.
Research, analyze, and recommend improvements to administrative procedures and operations; identify potential problems and inefficiencies, propose solutions, and evaluate the effectiveness of administrative support.
Plan, coordinate, analyze, and evaluate administrative missions and operations; provide advice and guidance to staff and recommend corrective measures.
Gather and analyze information from organizational units, assess functional-area requirements, and coordinate implementation procedures, schedules, deadlines, and approaches with management.
Prepare and edit reports, briefings, presentations, charts, graphs, and other informational material; compile and synthesize information from different sources.
Monitor compliance with program policies, procedures, and contractual requirements and identify strategies to maintain compliance.
Organize weekly departmental meetings, take minutes, and follow up on action items; track, record, and route manuscripts to reviewers.
Record commitments made by executive-level staff during meetings and arrange for staff implementation; coordinate staff representation at conferences and meetings and manage appointment priorities as assigned.
Review outgoing correspondence for executive-level approval, identify conflicts with records or policies, and recommend resolutions.
In executive-level staff members' absence, route requests to appropriate staff and determine whether important or emergency matters should be brought to their attention; summarize incoming materials and meeting information for executive use.