Operations Coordinator

Location
Bethesda, Maryland
Posted
May 24, 2022
Ref
2022-11930
Hotbed
BioCapital
Required Education
Bachelors Degree
Position Type
Full time

We are currently searching for an Operations Coordinator to independently provide support services to satisfy the overall operational objectives of the National Human Genome Research Institute. The primary objective is to provide services and deliverables through performance of support services.  This opportunity is full-time, and it is on site in Bethesda, MD.  

Duties & Responsibilities
  • 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
  • Coordinate meetings, workshops, and courses for staff; schedule conference rooms
  • Maintain office records including office procurements and reimbursement procedures
  • 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
  • Organize, coordinate, and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices
  • Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information
  • Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations
  • Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
  • Coordinate, track, and act as liaison for human resource activities, issues, and functions
  • Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization
  • Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
  • Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs
  • 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
  • Review all personnel packages and advise program personnel on HR regulations and policies
  • Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.
  • 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
  • Work with staff to justify the annual administrative budget, which includes monies for equipment, supplies, services, publications, magazines, training costs, and any projected personnel
  • 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
  • Develop, maintain, and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through
  • Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management
  • Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas
  • Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions, and separations
  • Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives
  • Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members
  • Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint
  • Provide direct administrative, procedural, and informational resource support; work with staff to coordinate program workflow
  • Participate in developmental activities involving studies and analysis of internal administrative operations, organizations, or management to achieve greater economy and efficiency
  • Prepare materials for incorporation into workflow and operational analyses, cost studies and/or equipment utilization
  • Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content
  • 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
  • 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
  • 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
  • Conduct project close out reviews to reflect current processes and identify areas for improvement
  • Gather and analyze information about processes and programs
  • Research and advise staff on technology needs/updates such as laptops, mobile devices, and monitors
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
  • Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately
  • Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement
  • Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes
  • Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions
  • Set up and format spreadsheets to analyze information
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities
  • Coordinate the printing and conversion of paper documents to electronic files
  • Compile data and create and maintain slides for presentation utilizing computer programs
  • Update/maintain calendars and shared calendars for multiple staff members
  • Provide support with timekeeping tasks
  • Track, record and move manuscripts to reviewers
  • Maintain branch file systems for correspondence and projects
  • Note commitments made by executive level during meetings and arrange for staff implementation
  • Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations
  • Read outgoing correspondence and alert writers to any conflict with the file or departure from policies or executive level’s viewpoints; make recommendations to resolve problems that arise
  • Ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues
  • Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts

#SOAR

#LI-FG1

Requirements
  • Bachelor’s degree in Business Management and Administration or a related discipline
  • At least 5-7 years of experience
  • Excellent analytical, organizational and time management skills
  • Detail-oriented to maintain records and notes
  • Works well in a fast-paced environment that often involves sensitive information
  • Able to adapt to changing systems and processes, willing to suggest ways to improve existing systems
  • Adept with electronic databases, metadata, and web interfaces
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.