Operations Coordinator

Axle • Baltimore, MD

3d • 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 Institute on Aging (NIA), part of the National Institutes of Health (NIH), in Baltimore, Maryland. The role provides administrative, procedural, and informational support; coordinates program workflow; and serves as a point of contact for staff and management. The position involves personnel, travel, budget, procurement, property, records, communications, meeting, and project coordination, along with research and analysis of administrative processes. The position is full-time, during normal business hours Monday through Friday, excluding federal holidays, with a flexible work schedule. Telework may be authorized with required approvals. The role requires weekly meetings with lab members to present updates and providing reports as needed. Axle describes itself as a bioscience and information technology company supporting translational research, biomedical informatics, and data science applications for research centers and healthcare organizations.

Requirements

• A minimum of a B.A. or B.S. degree and/or the education, skills, and relevant years of experience.
• Ability to work during normal business hours, Monday through Friday, excluding federal holidays.

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 and recommend, interpret, or implement internal administrative policies and procedures.
• Prepare and coordinate documentation, signatures, approvals, and clearances for recruitment, appointments, appointment renewals and extensions, reassignments, pay adjustments, separations, and terminations.
• Coordinate meetings, workshops, and courses; schedule conference rooms and arrange audiovisual and remote-conferencing resources; prepare agendas and materials, communicate with participants, and distribute meeting minutes.
• Maintain fiscal-year and shared calendars, databases, filing systems, and office-wide reporting and activity records, including performance-management documents, awards, and committee memberships.
• 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 and visa-related documents.
• Serve as a point of contact with management and administrative, budget, and property-management staff; serve as an initial contact for Office matters and coordinate staff communications.
• Develop, maintain, and use administrative databases, spreadsheets, tracking systems, and records-management systems for personnel, budget, travel, training, professional activities, and project management.
• Coordinate equipment and office-supply orders and serve as the point of contact for office-equipment maintenance contracts.
• Provide staff with information on government-traveler and invited-guest policies and procedures, and explain HHS and NIH property policies and regulations.
• Keep abreast of policies and guidance, share information with staff, and respond to requests for project or action status.
• Develop and update spreadsheets to analyze personnel, budget, travel, and training information; develop budget proposals, monitor expenditures, and prepare summaries and reports.
• Oversee administrative reference materials, including staff schedules, tours of duty, contact information, and budget tracking; organize and maintain information on SharePoint.
• Prepare inventory and purchase requests; assist with property management; enter office-supply requests in POTS; process and track orders using government systems; maintain procurement, reimbursement, and property records.
• Maintain space-utilization records and projections; prepare and track purchase requests and justifications; follow up on procurements, review receiving documentation, and resolve receiving issues.
• 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 to support greater efficiency; prepare materials for workflow analyses, cost studies, and equipment-utilization analyses.
• Perform specialized support tasks, manage special projects, draft letters and reports, edit presentations, develop agendas, and create or update spreadsheets and databases.
• Compile, retrieve, organize, and enter information; research references; and analyze information to support decision-making.
• Research and propose administrative procedures, gather and analyze information about processes and programs, and advise staff on technology needs or 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 account, dependent care assistance program, and transportation reimbursement account.

What This Job Offers

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