Operations Coordinator - NIH

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

If interested, please provide an up-to-date resume.

Objectives.

To provide services and deliverables through performance of support services. Position is responsible for coordinating day-to-day office operations, updating and maintaining National Institute of Allergy and Infectious Diseases (NIAID) senior executive and other senior leadership calendar(s) and schedule(s), coordinating meeting logistics, managing correspondence, coordinating travel arrangements, procuring requested services and supplies, preparing materials, developing and updating content, coordinating and managing special projects, and performing other administrative tasks such as timekeeping and property management

Responsibilities.

• 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. 
• Independently make daily administrative and operational decisions, and ensure senior leadership is informed of all relevant matters. 
• Assess the urgency of situations, determine priorities and appropriate actions. 
• Research and resolve problems or questions referred by staff, visitors, and/or external contacts as needed or requested by senior leadership or relevant stakeholders. 
• 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. - Coordinate meetings, workshops and courses for staff; schedule conference rooms.
• 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 and provide information requested; maintain status of projects; follow up on actions through contact with office staff and stakeholders. 
• Schedule, manage and attend office meetings as requested. 
• Manage, monitor, and coordinate calendar(s). 
• Confirm details and scheduling requirements. Alert assigned/delegated party of key future appointments and conflicts, rescheduling as appropriate. 
• Coordinate in-person and virtual meeting planning and logistical arrangements, including room, audiovisual reservations, and remote participation. Prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes. 
• Draft emails on behalf of senior leadership. Ensure acceptable, pre-established formats are followed, as appropriate, and that relevant stakeholders are copied on all emails. 
• Screen, review, prioritize, respond, and/or forward incoming calls, mail and emails. Refer to appropriate staff for action or guidance. Follow transactions through to completion. 
• Train new/incoming administrative staff 
• 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. 
• Support staff as requested as it relates to on-boarding, procurement, travel, timekeeping, and property. 
• Provide back-up coverage for administrative staff. 
• Utilize various administrative databases. 
• Serve as the point of contact for maintenance contracts for office equipment. 
• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs. 
• Serve as liaison between NIAID senior executives and division staff; communicate policies, protocols, regulations, guidelines and general information. 
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
• Prepare and maintain standard operating procedures (SOPs), guidance documents or instructions associated with the programs and systems used in the organization. 
• Develop, maintain and update documentation, databases and spreadsheets for personnel, budget, travel and other administrative actions. 
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures. 
• 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. 
• Coordinate and process equipment and office supply order requests 
• 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 develop reports and presentations. 
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• Assist with and maintain SharePoint/Teams 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.

Qualifications:

• Bachelor’s degree is required
• Documented experience with:
  • Executive level support
  • Travel arrangement and planning
  • Calendar management
  • Meeting coordination
• Proficiency in MS Office Suite, including Outlook
• Proficiency in Concur
• Strong organization and management skills
• Strong written and oral communication skills
• Time management and interpersonal skills are critical.

Benefits:

• Medical, Dental, & Vision Coverage
• Paid Time Off and Paid Holidays
• 401K/Profit Sharing Plan
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Referral Bonuses
• Employee Discount Program
• Merit Bonuses
• Employee Assistance Program
• Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.