Operations Coordinator

Axle • Baltimore, MD

4d • $45,000 - $50,000 • Onsite

About The Position

Axle is seeking an Operations Coordinator to support the Office of the Scientific Director, NIA Intramural Research Program, at the National Institutes of Health in Baltimore, Maryland. The role provides broad administrative, operational, personnel, budget, travel, procurement, property, records-management, and project-support services. The coordinator works with staff and management to support program workflow, maintain administrative systems, coordinate activities, and ensure actions and documentation are completed accurately and on time.

The position coordinates meetings, workshops, and courses; prepares agendas, materials, and minutes; manages calendars and communications; and serves as an initial contact for Office matters. It supports personnel actions and packages, travel and training requests, procurement and equipment needs, property management, budget tracking, and records and database maintenance. The coordinator also researches policies and information, tracks project status and deadlines, supports data calls and special projects, and prepares documents, reports, spreadsheets, and presentations. Weekly meetings with lab members are required to present updates, with additional reports provided as needed.

Work is performed during normal business hours, Monday through Friday, excluding Federal holidays. The schedule is flexible. The work location is Baltimore, Maryland; telework may be authorized with approval from the Task Leader, COR, and Contracting Officer. The position is for one full-time employee.

Requirements

• A minimum of a B.A. or B.S. degree and/or the education, skills, and relevant years of experience, as stated for support positions.
• Ability to provide administrative, procedural, and informational resource support and coordinate program workflow.
• Ability to prepare and manage administrative, personnel, travel, budget, procurement, property, and records documentation.
• Ability to maintain databases, spreadsheets, calendars, tracking systems, and records.
• Ability to research information and policies, track actions and deadlines, and communicate information to staff.
• Ability to prepare documents, reports, summaries, meeting materials, and presentations.
• Ability to coordinate meetings, projects, procurement, personnel actions, and staff responses to data calls.

Responsibilities

• Coordinate preparation of travel requests, service orders, sponsored-travel forms, outside-activity forms, memoranda, leave authorizations, training requests, correspondence, reports, and other documents.
• 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 and coordinate documentation, signatures, approvals, and clearances for recruitment, appointments, renewals, reassignments, pay adjustments, and separations or terminations.
• Coordinate meetings, workshops, and courses, including room and audiovisual reservations, remote connections, agendas, meeting materials, participant communications, and minutes.
• Maintain fiscal-year, shared, and staff calendars; coordinate filing of reports and materials related to performance management, awards, committee memberships, and other activities.
• Research requested information, track project status, and follow up on actions with office staff.
• Produce documents and provide word processing, information management, report preparation, publication, information-gathering, and communication support.
• Prepare and route personnel packages for onboarding, transfers, promotions, and terminations, including credentialing packages and visa-related documents.
• Serve as a point of contact with management and administrative, budget, and property-management staff.
• Develop, maintain, and use administrative databases, spreadsheets, tracking systems, and records-management systems.
• Coordinate equipment and office-supply orders and serve as a contact for office-equipment maintenance contracts.
• Serve as an initial contact for Office matters and coordinate communication systems to support information flow about projects and program activities.
• Provide staff with information about policies and procedures for government travelers and invited guests, and explain HHS and NIH property policies and procedures concerning accountable property.
• Keep current on policies and guidance, disseminate information, and respond to status and information requests.
• Maintain documentation, databases, and spreadsheets for personnel, budget, travel, training, and other administrative actions; analyze information and prepare summaries and reports.
• Coordinate personnel and budget actions, track deadlines, monitor expenditures, develop budget proposals, and maintain administrative reference materials and SharePoint content.
• Prepare inventory and purchase requests; assist with property management; maintain procurement, reimbursement, and office records.
• Enter and track office-supply and other order requests using government systems such as POTS; inventory supplies and equipment and manage purchase requests and maintenance agreements.
• Maintain space-utilization records, inventories, and projections; organize and analyze associated materials.
• Prepare and track purchase justifications and requests, follow up on procurement, review receiving documentation, resolve receiving problems, and maintain request records.
• Coordinate special projects and staff responses to Office of the Director data calls.
• Participate in studies and analyses of administrative operations, organizations, and management to support efficiency and economy.
• Prepare materials for workflow and operational analyses, cost studies, and equipment-utilization work.
• Perform specialized ongoing and ad hoc support tasks, including managing projects, drafting letters and reports, editing presentations, creating agendas, and updating spreadsheets and databases.
• Compile, retrieve, organize, research, enter, and analyze information and data to support project work and decision alternatives.
• Research and propose administrative procedures; gather and analyze information about processes and programs.
• Research and advise staff on technology needs and updates, such as laptops, mobile devices, and monitors.
• Meet weekly with lab members to present updates and provide reports as needed.

Benefits

• 100% medical, dental, and vision coverage for employees
• Paid time off and paid holidays
• 401(k) match up to 5%
• Educational benefits for career growth
• Employee referral bonus
• Flexible spending accounts, including healthcare FSA, parking reimbursement, dependent care assistance, and transportation reimbursement

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level