Operations Coordinator

Bethesda, Maryland
May 26, 2022
Required Education
Masters Degree/MBA
Position Type
Full time

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

Duties & Responsibilities
  • Set up and format spreadsheets to analyze information
  • Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for travel, outside activities, official duty memoranda, training requests, individual mass mailings, correspondence, reports, and various forms
  • 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
  • Prepare PowerPoint Presentations
  • Conduct Literature Reviews
  • Develop, maintain, and utilize various administrative databases
  • Compile data and create and maintain PowerPoint presentations
  • Format and submit summaries for yearly grant reviews including financials
  • Track, record, and route protocols for scientific review
  • Assist with tracking of compliance with NIH Office of Human Subjects Protection OHSRP and Data Use Agreement policies
  • Assist with monitoring of biosafety compliance
  • Track and ensure compliance with PMC manuscript submission website
  • Implement and maintain eRA Commons institutional account
  • Coordinate with IT for maintenance of online manuscript clearance portal
  • Coordinate with IT for online data repository set-up and maintenance
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
  • Maintain branch file systems for correspondence and projects
  • Confirm that scientific engagements are managed and indicated on leaderships calendar and that all established meetings are arranged
  • Note commitments made by executive level during meetings and arrange for staff implementation and perform timely follow-up
  • Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations
  • Draft outgoing correspondence for executive levels approval and with attention to conflict with policies or executive levels viewpoints; make recommendations to resolve problems that arise
  • In the executive levels absence 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 and synthesize the content of incoming materials, information, or meetings; coordinate the new information with background office sources; draw attention to important parts or conflicts
  • Develop routine plans or schedules using standard references and existing information; determine specific steps based on defined objectives, input required
  • Identify schedule time required; estimate resources required
  • Identify discrete steps of routine business practices that might be opportunities for applying standard quality improvement techniques; develop Standard Operating Procedures accordingly
  • Implement the records management system for the Scientific Directors office to ensure proper filing accountability, storage, and retrieval of files
  • Compile emergency preparedness contact information and update annually and have information available in the event of an emergency or drill
  • Be familiar with ethics considerations for executive, investigator, and trainees
  • Research information requested and if information; maintain status of projects; follow up on actions through contact with office staff
  • Maintain Scientific Directors office daily calendar, making appointments; decide for such meetings by reserving meeting space, scheduling the specific time, and contacting all personnel expected to attend; extending electronic invitations, arrange for transportation and lodging for meeting participants; transmit agenda and all necessary background material to participants on the topics to be discussed
  • Coordinate and plan leaderships office meeting and conference attendance; make all necessary travel arrangements; maintain continuous communication with staff while on travel to triage and resolve any problems; process travel vouchers
  • Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information-gathering, communications, etc.
  • Gather material for use in reports, presentations, and speeches of leadership; maintain a file of visual aids for use in presentations; make all arrangements for the presentations
  • Receive all incoming unclassified mail to the Directors Office; maintain a log of all official mail; prepare responses to a wide variety of correspondence
  • Determine if correspondence should be brought to the attention of the Director, referred to appropriate personnel, or handled independently
  • Review all outgoing correspondence for neatness, accuracy, adherence to established format, and adherence to leaderships policies; draft correspondence, such as routine official correspondence, social and personal acknowledgements, congratulatory letters, acceptances letters, and routine office reports
  • Note and follow up on commitments made at the meetings and conferences
  • Coordinate meetings, deadlines, presentations, and domestic and foreign travel arrangements, coordinate flights, accommodations and other itinerary specific
  • Coordinate various office reports, create spreadsheets and charts, maintain databases and handling of sensitive and confidential documents; ensure the proper filing accountability, storage, and retrieval of files
  • Research information requested and provided additional material as required, maintain status of projects, and follow upon actions through contact with office staff
  • Prepare and format information for internal and external distribution, including writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, qualitative data coding, editing, proofreading and other information preparation duties


  • Minimum of ten (10) years of related experience
  • Knowledge of NIH procurement, purchasing and administrative systems.
  • Meeting minutes/summary reports
  • Executive level support
  • Meeting coordination
  • Travel planning
  • Data analysis
  • Calendaring
  • Scheduling
  • SharePoint
  • MS Office
  • Concur
  • WebEx
  • NIH Experience Preferred
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.