Operations Coordinator - NIH

Global Solutions Network Inc•Bethesda, MD

1d•$89,000 - $93,500•Onsite

About The Position

Global Solutions Network (GSN), a federal government contracting firm, is seeking an Operations Coordinator for a full-time, long-term position supporting the National Institute of Allergy and Infectious Diseases (NIAID) at the National Institutes of Health (NIH). This role offers a competitive salary and comprehensive benefits. The primary objective is to coordinate, improve, and oversee the functioning of the Laboratory of Host Immunity and Microbiome (LHIM) program, ensuring compliance with NIH and NIAID regulations, maintaining accurate tracking of research and administrative activities, supporting effective communication with senior leadership, and providing administrative support for personnel actions, travel, and procurement, as well as supporting staff recruitment, onboarding, and offboarding.

Requirements

Bachelor's degree in a related discipline.
Five (5) years of experience in a related field
Experience working in a laboratory setting
Expertise with Microsoft Office (Word, Excel, etc.)
Knowledge of federal regulations and hiring processes

Responsibilities

Provide expertise needed to coordinate, improve, and oversee the overall functioning of the program
Schedule and maintain an accurate tracking system for all research and daily activities
Research and implement current regulations, policies, and procedures, and update lab staff on relevant information
Regularly engage with senior-level leadership and teams to contribute to the overall direction of the laboratory
Ensure senior-level management is informed about overall program status, including relevant projects and their potential impact on organizational strategic vision
Provide recommendations on the development of procedures and instructions for training and ongoing workflow pertaining to administrative functions
Maintain and track schedules and calendars; update databases and spreadsheets
Create and maintain reports for senior staff
Prepare routine and advanced correspondence, including letters, memoranda, and reports
Arrange scientific conferences and meetings, and coordinate with attending professionals
Make travel arrangements as needed, including coordination with foreign embassy officials regarding passports and visas, and tracking of defense travel briefings
Prepare new appointment and renewal packages for Intramural Research Training Award (IRTA) and Visiting Fellows
Prepare new appointment and extension packages for Title 42 employees, including Research Fellows and Staff Scientists
Serve as timekeeper for the lab
Prepare authorizations and vouchers for travel performed by senior-level management and lab members
Serve as main point of contact for recruitment and hiring workflow of new staff, in collaboration with Human Resources and relevant program leads
Work alongside Human Resources and IT to manage staff workspace needs, making adjustments as needed
Maintain inventory and initiate purchase requests
Work with program and Finance teams to maintain systems for salary allocations to grants and regularly update the salary allocation tracker
Maintain fellowship payments, clearances, and publication tracking in accordance with NIH-wide and NIAID policies
Oversee monthly credit card reconciliation submissions with senior-level management
Liaise with internal and external organizations to ensure optimal support in research operations, conferences, and lectures