Operations Coordinator

We are currently searching for an Operations Coordinator to provide services to the Division of Intramural Research (DIR), National Institute on Deafness and Other Communication Disorders (NIDCD). The position is located in the Intramural Research Administration Branch. This is a full-time, on-site opportunity in Bethesda, MD.  

• Serve as a primary point of contact on HR activities within DIR. Provide advice on ap-propriate appointment and pay mechanisms and recruitment tools as applicable to meet the requirements of specific situations. Review and prepare all human resource packages before submission to the Administrative Officer (AO) and provide advice to program personnel on HR regulations and policies.
• Coordinate the preparation of a variety of items such as travel authorizations, approvals, and vouchers, professional service orders, requests for sponsored travel (Form 348), out-side activities (Form 520), official duty memoranda, training requests, individual/mass mailings, correspondence, reports, and various forms.
• Arrange and coordinate all activities applicable to domestic, foreign, sponsored, and local travel for staff while adhering to all applicable NIH and federal guidelines using ap-applicable NIH federal systems such as Concur Government Edition (CGE). Correspond with the Division of International Services (DIS) and Fogarty International Center (FIC) regarding VISA, passport, and international travel related issues. Provide guidance to Principal Investigators (PI) and staff regarding the complex aspects of foreign and domestic travel. Report conferences as required by the Office of Financial Management (OFM).
• Coordinate office communications (telephones, voice mail and email), typing memos, correspondence, manuscripts, etc., collecting and distributing internal and external mail, maintenance of office files, equipment, and supplies. Use a variety of software applications to generate/format reports and correspondence, maintain general and specialized databases and spreadsheets and to track a variety of administrative activities for the labs. Update/maintain calendars and shared calendars for multiple staff members.
• Serve as credentialing coordinator for the IC. Coordinates the credentialing process for all DIR clinical staff which involves frequent interaction with clinical and scientific staff, obtaining various documents, verifying, and validating information such as previous employment and education, adhering to strict guidelines.
• Utilize Purchasing Online Tracking System (POTS) to order office, general-purpose equipment, and supplies for the labs. Serve as a liaison between scientific staff and purchasing staff, and as necessary provide advice on sources, justifications, object class codes, etc. Coordinates origination and renewal of maintenance contracts. Assists with the documentation and justification narratives for purchases of major procurement items. Completes ITAS audit monthly and submits recommended adjustments to Administrative Officer for processing.
• Handle and process personnel actions including FTE, non-FTEs, Guest Researchers, and Special Volunteers. Initiate and complete all appropriate paperwork, onboard and off-board laboratory staff members, primary point of contact for administrative matters, etc. Keeps abreast of personnel policies and procedures.
• Review monthly and other accounting reports, bring discrepancies to the attention of the PI/Lab Chief and AOs, and resolve issues with them or other concerned parties. Monitor the use and rate of expenditures for certain activities through continuing dialogue with lab staff, review of written documents, and examination of records and reports. Track certain expenditures (e.g., domestic, and foreign travel) and provide advice to the AO when additional funds are required and initiate appropriate requests. Track the use of al-located FTEs, making certain the lab does not exceed its ceiling.
• Monitor status of actions and serve as liaison with the HR office to expedite specific cases and responds to inquiries for additional information. Provide information to staff on various personnel activities, pertaining to appointment status, benefits, and promotional and training opportunities. Provide advice regarding NIH requirements for position descriptions, job analyses and crediting plans, etc. Assure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc. Assist with the maintenance of employee performance plans, progress reviews and final ratings for an organization's laboratory staff.
• Coordinate and prepare the monthly on-call schedule for the consultant physician ser-vice which involves planning the schedule and contacting physicians for their availability, distributing to physicians, and coordinating with the telecommunication office.
• Provide support with timekeeping duties.

#SOAR

#LI-FG1

Qualifications:

• Bachelor’s degree in Business Management and Administration
• At least 4 years of experience

Skills:

• Have prior NIH experience providing administrative support in a team environment
• Knowledge of NIH procurement, travel, and administrative systems
• Be able to work on multiple projects simultaneously and have the flexibility of working both collaboratively and independently
• Exhibit exceptional communication and interpersonal skills
• Have a keen attention to detail and be extremely organized
• Have a strong ability to identify and anticipate needs
• SharePoint
• MS Office
• Concur
• WebEx
• ITAS

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.