Operations Coordinator - NIH
4.
3 Rockville, MD Rockville, MD Full-time Full-time Estimated:
$69.
9K - $88.
6K a year Estimated:
$69.
9K - $88.
6K a year 4 days ago 4 days ago 4 days ago We are seeking an Operations Coordinator for NIH Office of the Director (OD).
The work location is Bethesda, MD.
Technical Requirements:
Provides support for various procurement and administrative tasks.
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.
Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
Acts as point of contact with management and administrative, budget and property management staff.
Develop, maintain, and utilize various administrative databases.
Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information.
Provides guidance to staff on Federal guidelines and procedures.
Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
Provide information to program staff on policies and procedures for government travelers and invited guests.
Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
Set up and format spreadsheets to analyze information.
Prepares inventory and purchase requests and assists with property management.
Enter requests for office supplies using POTS.
Process and track order requests using government systems (i.
e.
, POTS) on behalf of branch staff.
Coordinates with management on special projects.
Coordinate staff responses to data calls from the Office of the Director.
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/databases.
Researchers and proposes new administrative procedures.
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.
Maintain Executive Level staff daily calendars by scheduling meetings, establishing appointment priorities, or rescheduling or refusing appointments or invitations to meet changing priorities.
Ensure that all meeting requests or speaking engagements are submitted in writing.
Schedule requests as soon as possible, no later than 24 hours of receipt of request.
Update/maintain calendars and shared calendars for multiple Executive level staff; ensure that electronic calendar and calendar cards are current and that all additions and changes are updated throughout the day.
Coordinate the preparation of a variety of items such as individual/mass mailings, travel requests, correspondence and reports; create meeting folders and various forms.
Set up and format spreadsheets to analyze information.
Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input; respond via email to incoming email requests.
Coordinate the printing and conversion of paper documents to electronic files.
Develop, maintain, and utilize various administrative databases.
Compile data and create and maintain slides for presentation utilizing computer programs.
Coordinate meetings, international seminars/workshops for staff; schedule conference rooms.
Adhere to established IMOD protocol scheduling, notification; prepare background and briefing materials for all meetings.
Confirm meeting via email with each participant/their assistant with information on the date/time, location, purpose of the meeting, and a list of other participants; send reminder notices for these meetings to participants one day prior to the meeting date.
Maintain good communication with immediate colleagues, OD staff, and outside constituents as well as IC Assistants in order to be aware of last-minute changes.
Ensure strict confidentiality of calendar information, per IMOD policy.
Ensure that all scheduled meetings, briefings, conferences and speaking engagements represent the Executive Level staff preferences and priorities.
Consult with Executive Level staff regarding preferences and travel specs; convey relevant itinerary information to the IMOD Travel Specialist to facilitate travel.
Read outgoing correspondence for executive level's approval and alert writers to any conflict with the file or departure from policies or executive level's viewpoints; make recommendations to resolve problems that might arise.
In the executive level's absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level staff including the Deputy Director should be apprise of emerging/pending calendar issue, upcoming events, and speaking engagements.
Process incoming requests for review and signature by Executive Level staff; summarize the content of materials, specially gathered information, or meetings to assist Executive level staff; coordinate new information with background office sources; draw attention to important parts or conflicts.
Track items and tasks sent to other offices for completion.
Check calendars daily for next day's car/driver requirements and fax transportation/driver requirements to the NIH Motor Pool within already established time constraints.
Coordinate affirmative responses to formal invitations received on behalf of Executive Level staff.
Additional
Qualifications:
Bachelor's degree in a related field or a high school diploma with four (4) year related work experience MS Office Analytical, organizational, and time management skills Job Type:
Full-time
Benefits:
401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Vision insurance Schedule:
8 hour shift Day shift Monday to Friday Ability to Relocate:
Rockville, MD 20852:
Relocate before starting work (Required) Work Location:
Hybrid remote in Rockville, MD 20852.
Estimated Salary: $20 to $28 per hour based on qualifications.
3 Rockville, MD Rockville, MD Full-time Full-time Estimated:
$69.
9K - $88.
6K a year Estimated:
$69.
9K - $88.
6K a year 4 days ago 4 days ago 4 days ago We are seeking an Operations Coordinator for NIH Office of the Director (OD).
The work location is Bethesda, MD.
Technical Requirements:
Provides support for various procurement and administrative tasks.
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.
Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
Acts as point of contact with management and administrative, budget and property management staff.
Develop, maintain, and utilize various administrative databases.
Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information.
Provides guidance to staff on Federal guidelines and procedures.
Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
Provide information to program staff on policies and procedures for government travelers and invited guests.
Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
Set up and format spreadsheets to analyze information.
Prepares inventory and purchase requests and assists with property management.
Enter requests for office supplies using POTS.
Process and track order requests using government systems (i.
e.
, POTS) on behalf of branch staff.
Coordinates with management on special projects.
Coordinate staff responses to data calls from the Office of the Director.
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/databases.
Researchers and proposes new administrative procedures.
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.
Maintain Executive Level staff daily calendars by scheduling meetings, establishing appointment priorities, or rescheduling or refusing appointments or invitations to meet changing priorities.
Ensure that all meeting requests or speaking engagements are submitted in writing.
Schedule requests as soon as possible, no later than 24 hours of receipt of request.
Update/maintain calendars and shared calendars for multiple Executive level staff; ensure that electronic calendar and calendar cards are current and that all additions and changes are updated throughout the day.
Coordinate the preparation of a variety of items such as individual/mass mailings, travel requests, correspondence and reports; create meeting folders and various forms.
Set up and format spreadsheets to analyze information.
Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input; respond via email to incoming email requests.
Coordinate the printing and conversion of paper documents to electronic files.
Develop, maintain, and utilize various administrative databases.
Compile data and create and maintain slides for presentation utilizing computer programs.
Coordinate meetings, international seminars/workshops for staff; schedule conference rooms.
Adhere to established IMOD protocol scheduling, notification; prepare background and briefing materials for all meetings.
Confirm meeting via email with each participant/their assistant with information on the date/time, location, purpose of the meeting, and a list of other participants; send reminder notices for these meetings to participants one day prior to the meeting date.
Maintain good communication with immediate colleagues, OD staff, and outside constituents as well as IC Assistants in order to be aware of last-minute changes.
Ensure strict confidentiality of calendar information, per IMOD policy.
Ensure that all scheduled meetings, briefings, conferences and speaking engagements represent the Executive Level staff preferences and priorities.
Consult with Executive Level staff regarding preferences and travel specs; convey relevant itinerary information to the IMOD Travel Specialist to facilitate travel.
Read outgoing correspondence for executive level's approval and alert writers to any conflict with the file or departure from policies or executive level's viewpoints; make recommendations to resolve problems that might arise.
In the executive level's absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level staff including the Deputy Director should be apprise of emerging/pending calendar issue, upcoming events, and speaking engagements.
Process incoming requests for review and signature by Executive Level staff; summarize the content of materials, specially gathered information, or meetings to assist Executive level staff; coordinate new information with background office sources; draw attention to important parts or conflicts.
Track items and tasks sent to other offices for completion.
Check calendars daily for next day's car/driver requirements and fax transportation/driver requirements to the NIH Motor Pool within already established time constraints.
Coordinate affirmative responses to formal invitations received on behalf of Executive Level staff.
Additional
Qualifications:
Bachelor's degree in a related field or a high school diploma with four (4) year related work experience MS Office Analytical, organizational, and time management skills Job Type:
Full-time
Benefits:
401(k) Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Vision insurance Schedule:
8 hour shift Day shift Monday to Friday Ability to Relocate:
Rockville, MD 20852:
Relocate before starting work (Required) Work Location:
Hybrid remote in Rockville, MD 20852.
Estimated Salary: $20 to $28 per hour based on qualifications.
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