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Operations Coordinator I

Employer
Medical Science & Computing (MSC), a Dovel company
Location
Rockville, Maryland
Start date
Jun 5, 2022

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We are currently searching for a Operations Coordinator I to support various administrative and procurement tasks. Acts as a point of contact with management, program, and administrative staff regarding budget and property management. Provides guidance to staff on federal guidelines and procedures. Develops, maintains, and updates documentation, databases, and spreadsheets for personnel, budget, and travel actions. Prepares inventory and purchase requests and assists with property management. Coordinates with management and program staff on special projects. Researches and proposes administrative procedures. This is a full-time, on-site opportunity in Rockville, 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.
  • Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
  • 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.
  • Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
  • Enter requests for office supplies using AMBIS.
  • Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
  • 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.
  • 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.
  • Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.
  • Develop, maintain and utilize various administrative databases.
  • Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
  • Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
  • Manage office records and spreadsheets including office procurements, reimbursements, and property.
  • 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.
  • Coordinate staff responses to data calls from the Office of the Director.
  • 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.
  • 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.
  • Gather and analyze information about processes and programs.
  • 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.
  • Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
  • 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.

#SOAR

#LI-FG1

 

 

Requirements

 

Qualifications:

  • Bachelor’s degree in Business, Medical Administration or similar disclipine
  • At least 5 years of experience

 

 

Skills:

  • Travel planning
  • Meeting coordination
  • Meeting minutes/summary reports
  • Calendaring
  • Social Media
  • Knowledge of the Federal Travel Regulation
  • Expense reconciliation
  • Project management/planning
  • Timekeeping
  • Fellowship program management
  • Website content management
  • Scheduling
  • Budget
  • SharePoint
  • MS Office
  • Concur
  • WebEx
  • ITAS

 

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.

 

 

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