Operations Coordinator

We are currently searching for an Operations Coordinator to provide support services to satisfy the overall operational objectives of the National Institute on Drug Abuse. The primary objective is to provide services and deliverables through performance of support services. This is a full-time, on-site opportunity in Baltimore, MD.  

• Coordinate the day-to-day office operation, including, but not limited to problem and conflict resolution, organization, and prioritization of tasks; respond to written communications.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Note commitments made by executive level during meetings and arrange for staff implementation.
• 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.
• Work with staff on internal operating budget establishment; monitor obligations and commitments; advise senior staff on spending and track spending pattern and needs for internal tracking.
• Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow.
• Ensure 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.
• 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.
• 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.
• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
• 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 support the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
• 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.
• Coordinate, track, and act as liaison for human resource activities, issues, and functions.
• 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 SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
• Provide information to program staff on policies and procedures for government travelers and invited guests.
• Explain HHS and NIH property policies, procedures, and regulations in relation to the acquisition of accountable property items.
• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.
• 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.
• Maintain office records including office procurements and reimbursement procedures.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
• Serve as one of the Property Accountability Officers for accountable property, maintaining required controls and records, and overseeing inventory in accordance with applicable policy and regulations.
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
• Enter requests for office supplies using POTS.
• 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.
• 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.
• 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.
• Gather and analyze information about processes and programs.
• 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.
• Independently arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, and reschedule or refuse appointments or invitations.
• Review outgoing correspondence for executive levels approval and alert writers to any conflict with the file or departure from policies or executive levels 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.
• Review and summarize the content of incoming materials, specially gathered information; or meetings; coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Develop, maintain, and update spreadsheets for personnel, budget, and travel actions.
• 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, 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.
• Update and develop content for web sites and monitor for currency and accuracy of information.
• Initiate training of new administrative personnel.
• Provide intranet updates and changes.
• Update maintain shared calendars.
• Coordinate meetings, workshops, and courses for staff; schedule conference rooms.
• Maintain office records including office procurements and reimbursement procedures.
• Provide support with timekeeping duties.
• Track, record, and route manuscripts to reviewers.
• Prepare requests to obtain NIH approval for principle investigators of the branch to give invited lectures at extramural institutes and universities.
• Prepare and process travel orders, authorizations, and vouchers.
• In collaboration with Federal Task Leader FTL, advise, guide the work of other INRB administrative professionals.
• Review all travel packages and personnel packages for the branch before they are forwarded to the AO.
• Track INRB Budgets Creating yearly spending plans and updated mid-Year spending plans in addition, projecting need for projects, personnel, and equipment.
• Assist with placing animal orders using Capitol Animal Procurement System CAPS Project and track fees associated with the animal orders and work with the Animal Protocol coordinator for the IRP.
• Coordinate with outside institutes universities, NIDA animal program, and the courier for animal importation and its shipping arrangement.
• Contact vendors for service contracts and creates Procurement Online Tracking System POTS orders with all the appropriate supporting documentation to initiate service contracts.
• Use POTS for ordering service and supplies for INRB Ensures ordered supplies and chemicals are delivered to requestor and assists in following up on delayed or delinquent orders.
• Coordinate all Data Call information monthly for conference travel for the INRB.
• Use Sunflower and NIH Business Systems NBS to track and report property for the INRB branch.
• Coordinate all paperwork for hiring personnel including, visiting fellows, Intramural Research Training-Award fellows, Guest Researchers, and Special Volunteers within the branch Works closely with the PI, the AO team, and DIS to ensure all paperwork is properly created and processed.
• Stay up to date on all hiring practices and requirements for the IRP and participate in focus groups for process changes.
• Maintain both hardcopy and electronic files according to the latest Records Management requirements.
• Track action items and tasks, providing reminders of deadlines to staff Maintain spreadsheets of relevant information regarding these items.
• Prepare request to obtain HHS approval for staff to attend and present data in domestic and international conferences.

#SOAR

#LI-FG1

Qualifications:

• Preferred, Bachelor’s degree in Business Management and Administration, Operations Logistics and E-Commerce, or related disclipine
  • OR High School Diploma with 4 years related experience
• At least 5 years of experience

Skills:

• Meeting minutes/summary reports
• NIH Procurement processes.
• Meeting coordination
• Travel planning
• Scheduling
• SharePoint
• MS Office
• WebEx
• GovTrip
• ITAS

Dovel Technologies and its Family of Companies (Medical Science & Computing and Ace Info Solutions) was acquired in October 2021.

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