Operations Coordinator - Scientific Review - NIH

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

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

Technical Requirements

Create meetings in Committee Management: Include the time, place, date, type of meeting and the SRO name

1. Add reviewers to the roster: As the SRO gives names for the roster, they are added to the roster.
2. Administrative Review: Ensure that all PI's on the application are listed in Peer Review, which will allow the SRO to identify conflicts
3. Prepare a rooming list to send to the hotel and, once confirmation numbers are received, send them out to the individual reviewers
4. Check critiques in IAR

1. Arrange the meeting's BEO/AV information, coordinating with the hotel staff to ensure that the equipment is set up as requested according to the meeting specifications (only for in-Person meetings)
2. Arrange the meeting’s BEO/AV information, coordinating with the hotel staff to ensure that the equipment is set up as requested according to the meeting specifications (only for in­-person meetings)
3. Ship boxes with relevant meeting materials and equipment to and from the hotel (only for In­ Person meetings)
4. Prepare folders for reviewers with relevant information in them such as, order of discussion, scoring sheet, travel information and a seating chart (only for In-Person meetings)
5. Print Fed Ex Labels (only for in-person meetings)
6. Create Tent card nameplates for each meeting participant (only for in-person meetings)
7. Prepare a seating chart according to the Scientific Review Officer's (SRO's) instructions

Attending Peer Review Meetings to support the SRO

1. Make sure all equipment is working (Microphones, Gentner box, Meeting One, internet connection) (only for in-person meetings)
2. Monitor Teams
3. Monitor conflicts
4. Make sure all Pre & Post conflict of interest forms are signed
5. Make sure meeting minutes are signed by SRO and Chair
6. Clean up the meeting room after meeting and make sure all paper is in boxes to be shredded (only for In-Person meetings)
7. Arrange FedEx to pick up boxes (only for In-Person meetings)
8. Release Scores (Enter and sweep all scores)
9. Roster Updates/Generate Roster
10. Macro Turbo/Clean/Edit Summary Statement: Make sure all the required information is formatted as on the template, per the SRO's instructions, completed in a timely manner

Post Meeting Support to the SRO

1. SREA Reports: After the meeting is completed, the report is pulled, and the information is verified to ensure that the reviewers get the correct reimbursements and honorariums
2. Prepare the Post-Meeting Minutes package for Committee Management -which includes the agenda, minutes, meeting one log, pre/post conflict report, and the roster and sign-in sheets
3. Submit the completed Meeting Package to Committee Management Office (CMO)
4. Release the meeting to finalize completion of the meeting

Support for Video Assisted Meetings (VAM)

Pre-Meeting Support

1. Data entry on the VAM Portal, including the identification of the individuals that will be participating in the meeting remotely by video
2. Getting remote participants setup, configured, and tested: Involves working with each remote participant to ensure that they have installed the appropriate hardware (video camera, microphone, speakers), have installed, and configured the Cisco Jabber Video client software properly, and can successfully connect to our VAM servers.

Meeting Support

1. Managing the multimedia conferencing bridge: Assumes responsibility for maintaining high-quality video/audio for all participants
2. Troubleshooting video connection issues: Assumes responsibility for troubleshooting, which may involve a simple email exchange or possibly a phone call. CSRV AM Support is always available to assist as needed.
3. Managing video conflicts. Send e-mail to reviewers with a welcome greeting and information

Support Services for the Operation of the Division of Receipt and Referral (DRR)

The Contractor shall provide direct support to the Director, DRR, senior management and other staff

Electronic Receipt and Processing of Grant Applications

1. Receive and verify the completeness of applications
2. Sort applications by program area and store in electronic folders according to DRR policy
3. Determine study section routing according to CSR policy
4. Route applications to appropriate BRANCH/study section
5. Track application status and report as required (including performing queries to identify specific applications and report on their status)
6. Manage and update the status of Awaiting Receipt of Application (ARA) items
7. Identify and process fast track applications
8. Identify application errors
9. Identify and correct applications with modular budget problems
10. Update Request for Application/Program Announcement Table
11. Sort applications by grant program
12. Extract and enter identifying data in IMPAC II
13. Disseminate applications to appropriate Branches
14. Report on application receipt status, including researching the status of applications and reporting as required
15. Track and report on work volume and other work characteristics as required by CSR
16. Ad hoc services provided as needed

DRR Quality Analytical Activities include

1. Work as a team with DRRDMA to field questions by phone or email
2. Maintain the DRR SharePoint site
3. Prepare a wide variety of monthly DRR workflow reports
4. Communicate with Institute/Center and CSR business owners to obtain referral data

Support Services for the Office of the Director

Administrative Office Support

1. Serve as receptionist, greet, and screen visitors, escort visitors to and from security, receive telephone calls, screen callers, and take messages. The contractor will provide coverage as needed for the OD Front Office
2. Work with the Administrative Office on security and facility matters
3. Provide proactive customer service and independently handle all incoming requests and refer more complex matters to OD staff members
4. Make travel arrangements and complete travel planning documentation for OD staff
5. Assist with the assigning of controlled correspondence and monitor deadlines
6. Manage office supply inventory
7. Prepare memoranda, spreadsheets, and letters
8. Maintain office documents, such as lists, websites and contact information
9. Provide reports and participate in meetings as necessary
10. Overtime for contractor staff in the Immediate Office of the Director during CSR Council Meetings. Pre-Council Meeting tasks, Council Meetings tasks and Post-Council Meeting tasks
11. Provides administrative and logistical support for meetings hosted by the OD

Qualifications:

• Bachelor’s degree is preferred, but not required
• Documented experience with:
  • Travel arrangement and planning
  • Calendar management
  • Meeting minutes/note taking
• Proficiency in MS Office Suite
• Experience with IMPAC II is preferred, but not required
• Willingness to accommodate occasional overtime and/or travel, as needed.
• 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.