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Operations Coordinator

Medical Science & Computing (MSC), a Dovel company
Bethesda, Maryland
Start date
Sep 26, 2022

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Job Details

We are currently searching for an Operations Coordinator to independently provide support services to satisfy the overall operational objectives of the National Institute on Minority Health and Health Disparities. This is a full-time, on-site opportunity in Bethesda, MD.  

Duties & Responsibilities
  • 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.
  • 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.
  • Coordinate all administrative aspects of special projects.
  • Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
  • 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.
  • Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
  • 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.
  • 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.
  • Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
  • 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.
  • 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.
  • Provide information to program staff on policies and procedures for government travelers and invited guests.
  • Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
  • Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
  • 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.
  • 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.
  • 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.
  • 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.
  • 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.
  • Manage office records and spreadsheets including office procurements, reimbursements, and property.
  • Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.
  • Coordinate staff responses to data calls from the Office of the Director.
  • 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.
  • 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.
  • Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
  • Conduct project close out reviews to reflect current processes and identify areas for improvement.
  • Set up and format spreadsheets to analyze information.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review.
  • 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.
  • 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 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 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 to ensure proper filing accountability, storage, and retrieval of files.
  • Be familiar with ethics considerations for staff.
  • Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff.
  • Maintain office daily calendar, making appointments; make arrangements 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 staff; 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 provide 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.




  • Bachelor’s degree in Operations Logistics and E-Commerce, Business Management and Administration, General Business, Hospitality Management, Miscellaneous Business, Medical Administration
  • At least 5 years of NIH experience is preferred
  • Meeting coordination
  • Scheduling
  • Travel planning
  • Meeting minutes/summary reports
  • Knowledge of NIH procurement, purchasing and administrative systems.
  • Expense reconciliation, project management/planning, timekeeping, fellowship program management
  • Social Media, knowledge of the Federal Travel Regulation
  • Project management, website content management
  • Executive level support
  • Outreach Activities
  • Calendaring
  • SharePoint
  • MS Office
  • Concur
  • Skype for Business
  • Zoom
  • MS Outlook
  • WebEx
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 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.




Medical Science & Computing (MSC), a Dovel company, is a trusted government partner that blends deep domain expertise with advanced technologies to help our customers solve complex problems that improve, protect, and save lives. The Dovel Family of Companies combine entrepreneurial spirit, customer focus, and an outcomes-based approach to support agency missions in health IT, life sciences, public safety, and grants management. 

MSC has long supported Federal health organizations like the National Institutes of Health (NIH) and applies deep understanding of missions, goals, and operations to discover and implement innovative approaches for streamlining and disseminating research efforts, enhancing knowledge sharing, and improving public health. 

Together, Dovel and MSC offer a diverse set of complex biomedical, scientific, and technology services, coupled with attentive and purpose-driven program management to serve mission critical organizations and drive meaningful change in the world.


Find Us
11300 Rockville Pike Suite 1100
United States
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