Operations Coordinator

Guidehouse•Bethesda, MD

32d•Onsite

About The Position

We are seeking for an experienced Operations Coordinator to provide high-level administrative and operational support to the National Institute of Allergy and Infectious Diseases (NIAID), Vaccine Research Center (VRC). This position supports overall operational objectives by coordinating administrative, personnel, travel, property, and meeting management activities. This is a full-time position located in Bethesda, MD. Ensure that quality administrative services are provided on schedule while coordinating, prioritizing, and executing multiple simultaneous tasks.

Requirements

Bachelor’s degree OR High school diploma plus four (4) years of experience in lieu of bachelor’s degree.
At least SIX (6) years of administrative, operations, or program support roles experience, TEN (10) or more years of experience is preferred.
Strong organizational skills with exceptional attention to detail and accuracy.
Demonstrated ability to manage multiple priorities with minimal supervision.
Excellent written and verbal communication skills with a professional and clear communication style.
Proven ability to exercise sound judgment, particularly when handling confidential information.
Proficiency in Microsoft Office Suite
Must be able to obtain and maintain a Federal or DoD “public trust”; candidates must receive approved adjudication prior to onboarding with Guidehouse.
Candidates with an active public trust or suitability are preferred.

Nice To Haves

Prior experience working in a scientific research environment within a large Federal agency.
Understanding of NIH organization, structure, and culture.
Knowledge of NIH travel systems (CGE) and personnel systems (FPS).
Familiarity with organizational travel, budget, and purchasing systems.

Responsibilities

Assist with meeting management which may include planning, scheduling, and setup (in-person and/or virtual), drafting/sending calendar invites, maintaining participant lists, preparing agendas and meeting materials/presentations.
Assist with travel-related activities of invited guests and speakers, including preparing and submitting travel requests and vouchers.
Oversee incoming and exiting personnel activities such as maintaining all incoming and exiting personnel packages including visa packages as required, overseeing onboarding, implementing the VRC entry and exit procedures, and maintaining the lab’s personnel directory.
Coordinate and manage all official travel arrangements for the section staff, including attendance at conferences, scientific meetings, and training sessions.
Process travel vouchers, reimbursements, and expense reports accurately and within the specified timeframe.
Work with the Property Liaison to ensure the program/ lab staff property lists are correct.
Assist staff initiate or complete property requests in the property portal (e.g., accepting new property, surplus, or transferring property), as needed.
Perform timekeeping duties; ensure that all leave requests, timecard approvals, and associated actions are implemented in a timely and proper manner consistent with NIH and NIAID’s latest policies and procedures.
Perform general office management and administrative support functions such as coordinating office supplies, preparing shipments, and obtaining signatures on documents as directed.
Maintain confidentiality of sensitive information
Provide notary services as able.

Benefits

Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Parental Leave
401(k) Retirement Plan
Group Term Life and Travel Assistance
Voluntary Life and AD&D Insurance
Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
Transit and Parking Commuter Benefits
Short-Term & Long-Term Disability
Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Care.com annual membership
Employee Assistance Program
Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)
Position may be eligible for a discretionary variable incentive bonus