We are currently searching for an Operations Coordinator to provide support services to satisfy the overall operational objectives of the National Institute of Neurological Disorders and Stroke (NINDS). The primary objective is to provide administrative support services and deliverables through performance of support services. This will include scheduling on-line and in person meetings, travel arrangements, minutes for meetings, and purchasing. This opportunity is full-time, and it is on site in Rockville, MD.
Duties & Responsibilities
- 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
- Gather and analyze information about processes and programs
- 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
- Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement
- 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 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
- 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
- Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information
- 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
- 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
- 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
- Set up and format spreadsheets to analyze information
- Maintain tracking systems; use records management system to ensure proper filing, accountability, storage, and retrieval of files
- 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
- Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint
- Maintain office records including office procurements and reimbursement procedures
- Enter requests for office supplies using POTS
- 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
- Provide direct administrative, procedural, and informational resource support; work with staff to coordinate program workflow
- 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
- 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
- Bachelor’s Degree in Biology, Neuroscience, Physiology, or similar field
- At least 5 years of specialized experience
- Preferred, Administrative Professional Certification
- Executive level support
- Meeting minutes/summary reports
- Meeting coordination
- Travel planning
- Social Media
- Knowledge of the Federal Travel Regulation
- MS Office, specifically Excel, SharePoint, and Teams
Due to our contractual requirements and federal orders, including an Executive Order from the White House and an emergency regulation from the Centers for Medicare & Medicaid Services (CMS), the position for which you are applying requires that you provide proof of your vaccination status. If you are unable to receive the COVID-19 vaccine for medical reasons or because of a sincerely held religious belief, you may request an exemption from the vaccination requirement which shall be reviewed after the submission of requested documentation. If an accommodation is granted, the conditions may include weekly testing and masking. All Guidehouse employees also agree to follow any additional health and safety mitigation policies that may be required in the workplace.
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.
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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.