Operations Coordinator

Bethesda, Maryland
Apr 30, 2022
Required Education
Bachelors Degree
Position Type
Full time

We are currently searching for an Operations Coordinator to provide support to satisfy the overall operational objectives of the Division of Genomics & Society. This opportunity is full-time, and it is on site in Bethesda, MD.  

Duties & Responsibilities
  • Provide support for the Director of Division of Genomics & Society including scheduling, preparing for travel, and keeping track of programs
  • Provide advanced preparation of documents including travel, timekeeping, work orders, acquisitions, training, mobile device orders, telecommunication orders, etc. for assigned program areas for completeness and compliance with policies and procedures
  • Provide advance administrative support for the staff of the three Branches that make up the Division of Genomics & Society, including scheduling, carrying out outreach to outside consultants
  • 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
  • Prepare and create travel authorizations and vouchers using the current NIH travel system.
  • Provide all the required and completed travel documents to the Administrative Officer in compliance with NHGRI and NIH travel policies
  • Assist in the preparation, routing of contract documents. Draft responses to questions that arise during the process
  • Provide information to program staff on policies and procedures for government travelers and invited guests
  • Provide timekeeping duties for staff
  • Generate or assist in the preparation of meeting minutes, routine reports, and other office documentation to facilitate effective and efficient office operations, including monitoring deadlines and action items
  • Maintain work files and related communication in shared files or on the SharePoint site
  • Provide controlled correspondence support including creating file folders, making and collating copies, etc.
  • Notate appropriate receiving information on invoice or requisition, maintain and distribute copies to AO or purchasing agent after receipt of goods and services and assist with the resolution of unpaid invoices and missing or incomplete orders
  • Enter receiving of goods and services into POTS within 7 days of stamped receiving date
  • Prepare and review purchase requests for supplies and services. Ensure that proper documentation, justifications, quotes, etc. are provided and comply with established procurement policies and regulations. Research and track orders to ensure timely delivery
  • Assist in planning of meeting of outside advisory groups. Help arrange travel and reimbursement of these advisors
  • Assist in the planning of outreach meetings
  • Assist in the analyses of survey data and presentation of results
  • Assist in the design and implementation of data gathering surveys
  • Create and analyze written documents for dissemination to leadership




Requirements Skills
  • Excellent analytical, organizational and time management skills
  • Meeting coordination
  • Travel planning
  • Data analysis
  • Meeting minutes/summary reports
  • MS Office
  • Concur
  • ITAS
  • Bachelor’s degree in Business Management and Administration

Due to our contractual requirements and federal orders, including an Executive Order from the White House and an emergency regulation from the Centers for Medicare & Medicaid Services (CMS), the position for which you are applying requires that you provide proof of your vaccination status. If you are unable to receive the COVID-19 vaccine for medical reasons or because of a sincerely held religious belief, you may request an exemption from the vaccination requirement which shall be reviewed after the submission of requested documentation. If an accommodation is granted, the conditions may include weekly testing and masking. All Guidehouse employees also agree to follow any additional health and safety mitigation policies that may be required in the workplace.


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.