Operations Coordinator

Location
Baltimore, Maryland
Posted
Jan 17, 2022
Ref
2021-10998
Hotbed
BioCapital
Required Education
Bachelors Degree
Position Type
Full time

We are currently searching for a Operations Coordinator to assist scientific staff in the preparation of complex manuscripts for publication in national and international scientific journals, technical reports and presentations for scientific meetings and lectures. Responsibilities include close collaboration with scientific staff during the writing and editing process, selection of format for materials, and management of manuscripts as they progress through preparation, clearance, and submission to journals or publishers.

This opportunity is full-time, and it is on site in Baltimore, MD.  

Duties & Responsibilities
  • Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals
  • Prepare materials for incorporation into work flow and operational analyses, cost studies and/or equipment utilization
  • Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases
  • Coordinate all administrative aspects of special projects
  • Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs
  • Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
  • Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives
  • Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans
  • Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel Form 348, outside activities Form 520, official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms
  • Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow
  • Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures
  • Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.
  • Coordinate meetings, workshops, and courses for staff; schedule conference rooms
  • Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes
  • Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
  • Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
  • Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information
  • Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages
  • Develop, maintain, and utilize various administrative databases
  • Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment
  • Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information
  • Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization
  • Provide information to program staff on policies and procedures for government travelers and invited guests
  • Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained
  • Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation
  • Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items
  • Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions
  • Set up and format spreadsheets to analyze information
  • Maintain tracking systems; use records management system to ensure proper filing, accountability, storage, and retrieval of files
  • Assemble and summarize data, background information and other materials from source materials or automated systems
  • Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel and project management
  • Maintain office records including office procurements and reimbursement procedures
  • Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures
  • Enter requests for office supplies using POTS
  • Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements
  • Process and track order requests using government systems ie, POTS on behalf of branch staff
  • Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests
  • Provide direct administrative, procedural, and informational resource support; work with staff to coordinate program workflow
  • Gather and analyze information about processes and programs

# SOAR

#LI-FG1 

Requirements Skills
  • Knowledge of scientific terminology and the principles of writing and editing scientific material
  • Expense reconciliation, project management/planning, timekeeping, fellowship program management
  • Meeting minutes/summary reports
  • Travel planning
  • Social Media, knowledge of the Federal Travel Regulation
  • Project management, website content management
  • Meeting coordination
  • Calendaring
  • SharePoint
  • MS Office
  • Zoom
  • WebEx
  • ITAS
Qualifications
  • Bachelor’s degree in Journalism, Life Sciences, or related field
  • At least 5-7 years of experience in a medical or clinical setting
Company Description

Dovel Technologies and its Family of Companies (Medical Science & Computing and Ace Info Solutions) was acquired in October 2021.

 

Guidehouse is a leading global provider of consulting services to the public sector and commercial markets, with broad capabilities in management, technology, and risk consulting. By combining our public and private sector expertise, we help clients address their most complex challenges and navigate significant regulatory pressures focusing on transformational change, business resiliency, and technology-driven innovation. Across a range of advisory, consulting, outsourcing, and digital services, we create scalable, innovative solutions that help our clients outwit complexity and position them for future growth and success. The company has more than 12,000 professionals in over 50 locations globally. Guidehouse is a Veritas Capital portfolio company, led by seasoned professionals with proven and diverse expertise in traditional and emerging technologies, markets, and agenda-setting issues driving national and global economies.

 

Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

 

Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance, including the Fair Chance Ordinance of Los Angeles and San Francisco.

 

If you have visited our website for information about employment opportunities or to apply for a position, and you require accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

 

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse, and Guidehouse will not be obligated to pay a placement fee.