We are currently searching for a Operations Coordinator to provides support to NIAID OSMO leadership and assigned staff in OSMO and other NIAID offices. This is a full-time, on-site opportunity in Bethesda, MD.
Duties & Responsibilities
- Provide direct administrative, procedural, and informational resource support; work with staff to coordinate program workflow.
- 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 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.
- 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.
- Coordinate all administrative aspects of special projects.
- Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc.
- 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.
- 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.
- 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.
- Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
- 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.
- Support program staff as needed requested as it related to on-boarding, procurement, travel, timekeeping, and property.
- Assemble and summarize data, background information and other materials from source materials or automated systems.
- Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
- 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.
- 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.
- Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
- 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.
- Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
- 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.
- 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.
- Bachelor’s degree in Business Management and Administration
- At least 5 years of experience
- Time management skills
- Strong organizational skills
- Travel planning
- Project management/ planning
- Website content management
- Strong organizational & time management skills
- Executive level support
- Expense reconciliation
- Fellowship program management
- Meeting coordination/minutes/summary reports
- Travel planning
- MS Office
Dovel Technologies and its Family of Companies (Medical Science & Computing and Ace Info Solutions) was acquired in October 2021.
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