Overview

Overall Position Summary and Objectives: 

This position provides support to NIAD OSMO leadership and assigned staff in OSMO and other NIAID offices. NIAID is looking for an Operations Coordinator with a Bachelor's degree and experience in the field of business management and administration. 

Schedule:

• 40 hours/week 
• Monday-Friday, regular office hours 

Statement of Work Details: 

• 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, individualmass mailings, correspondence, reports and various forms 
  • 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 4
  • Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, 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
• Acts as point of contact with management and administrative, budget and property management staff.
  • 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
• Provides guidance to staff on Federal guidelines and procedures.
  • 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
  • Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items
  • 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
• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
  • 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 contacts database; updatemaintain calendars and shared calendars for multiple staff members
  • Support program staff as neededrequested as it related to on-boarding, procurement, travel, timekeeping, and property
• Prepares inventory and purchase requests and assists with property management.
  • 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
  • Process and track order requests using government systems ie, POTS on behalf of branch staff
  • 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
• Coordinates with management on special projects.
  • Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow
  • 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
  • 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
• Researches and proposes new administrative procedures.
  • Assist with maintenance of SharePoint sites and shared electronic documentdata libraries, including development and monitoring of content and ensuring that documents andor data posted to the sites are accurate and filed appropriately 
  • 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 
  • 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

Responsibilities

Deliverables: 

• Work products and documents related to coordinating the day-to-day office operation, including problem and conflict resolution, organization and prioritization of tasks, and/or responding to written communications. 
• Work products and documentations related to gathering and analyzing information about processes and programs; coordinates the preparation of reports, letters, and other documents; develop, maintain, and update spreadsheets; design and coordinate systems for communications among staff.
• Work products and documents related to arranging for staff implementation of commitments made by executive level during meetings; review outgoing correspondence for executive level's approval; ensure that requests for action or information are relayed to the appropriate staff; review and summarize the content of incoming materials, specially gathered information, or meetings to assist executive level.
• Work products and documents related to arranging meetings and conference rooms; maintain office records; maintain calendars; update web-sites.
• Work products and documents related to creating and maintaining agreement/invention -related office files and records.
• Work products and documents related to preparing, submitting, and maintaining CRADA/gift projects and related financial information.
• Work products and documents related to preparing letters and memos; edit reports and other documents; edit existing tracking systems; and preparation of administrative forms.
• Work products and documents related to assisting with timekeeping tasks, travel arrangements, route and sort incoming/outgoing mail, and maintain property management. 

Qualifications

Certifications and Licenses: 

• N/A

Minimum education: 

• Bachelor's 

Field of Study: 

• Business Management and Administration 

Software: 

• SharePoint 
• MS Office 
• Concur 
• ITAS 

Skills: 

• Expense reconciliation 
• Project management/planning 
• Timekeeping 
• Fellowship program management 
• Meeting coordination/minutes/summary reports 
• Strong organizational skills 
• Time management skills 
• Executive level support 
• Travel planning