Operations Coordinator

Position Summary:

We are currently searching for an Operations Coordinator to provide support to leadership and assigned staff in other offices. This is a full-time onsite position supporting the NIH office based out of Rockville, MD.

Responsibilities:

Duties include, but not limited to:

• 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.
• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.
• Coordinate all administrative aspects of special projects.
• Researchers and proposes new administrative procedures.
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
• 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.
• 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.
• 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.
• 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.
• 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.
• Collaborate with HR, supervisors, and staff on workforce development, payroll and performance issues and employee actions.
• 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.
• 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.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• Review all personnel packages and advise program personnel on HR regulations and policies.
• 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.
• Assemble and summarize data, background information and other materials from source materials or automated systems.
• 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.
• Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.
• 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.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
• 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.
• Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities.
• 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.
• 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.

Qualifications:

Minimum Required Qualifications:

Citizenship: Must be a US citizen or Green Card holder

Clearance: Public Trust (able to obtain)

Education: Bachelors Degree

Experience: At least five (5) years of experience in an administrative or coordinator role.

• Must have experience with meeting coordination and calendaring
• Must have experience planning travel for leadership and other staff
• Must have experience with the following systems:
  • ITAS
  • WebEx
  • Concur
  • MS Office, including SharePoint

Additional Information:

Location: Rockville, MD

Travel: None

Remote, Onsite, or Hybrid: Onsite, telework eligible

#LI-AS1

Company Overview:

Odyssey Systems Consulting Group, is an innovative small business committed to providing world-class technical, management, and training support services to government and public sector clients. We focus on people, processes, and performance to deliver superior results. Since our inception in 1997, our commitment to mission success and customer satisfaction has been recognized with exponential growth and exceptional past performance ratings. We accept challenging assignments and drive projects from the planning stages, through implementation, and into operations and support.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

Please Note::

Final compensation for this position will be determined by various factors such as the Federal Government contract labor categories and contract wage rates, relevant work experience, specific skills and competencies, geographic location, education, and certifications. Salary range available upon request.