Position Objective: Provide services as an Operations Coordinator (Travel Expert and Liaison) in support of the overall functions of the National Cancer Institute (NCI) within the National Institutes of Health (NIH). The purpose of this position is to provide expert travel and travel liaison services to the Center for Global Health internal and external travelers. Incumbent must be knowledge of travel planning, travel processing system, and policies to independently and advise travelers appropriately.
Duties and Responsibilities:
- 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 the preparation of travel requests, planning, forms, process vouchers, , and provide travel updates and internal practices and policies to staff.
- Provide internal travel training to planners and travelers. Keep abreast of HHS travel policies. Serves as subject matter expert and point of contact on travel, policies procedures, and planning.
- Serves as travel liaison with internal and external customers to problem solve travel related issues, serve as a resource and able to communicate travel policy.
- Creates and maintains SOPs for travel procedures. Provide travel training to staff/planner. Has current CGE credentials to process domestic, foreign, sponsored and non-affiliate travel.
- Ability to advise staff of passport/visa requirements, as well as IBA travel card requirements and other policies such as comp time for travel and annual leave.
- Provide guidance and support in the pre-travel approval process, including travel data calls, maintain travel planning spreadsheet, travel approval decisions, and disseminate information/updates.
- Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.
- 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.
- Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
- Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
- 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.
- Set up and format spreadsheets to analyze information.
- Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
- Stays abreast of Attachment A policy practice and procedures. Completes data entry in Fast Track Pro. Enters Conference ID request in CIRS system and updates travel tracker accordingly.
- Maintain office records including office procurements and reimbursement procedures. Enter requests for office supplies using POTS.
- Process and track order requests using government systems (i.e., POTS) on behalf of branch staff. Manage office records and spreadsheets including office procurements, reimbursements, and property.
- 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.
- Ability to enter in POTS and track travel related expenses such as registration fees
- Coordinate staff responses to data calls from the Office of the Director.
- Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
- 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.
- 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 and databases.
- 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.
- Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
- Ability to compose travel cost estimates including, per diem, MIE, airlines costs, and ground transportation for specified TDY location.
- Coordinates and acts as back up for other program support staff and activities.
- Gather and analyze information about processes and programs. 1
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities. 2
- Assist with maintenance of SharePoint 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.
- 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. 3
- 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. 4
- Work products and documents related to the planning of assigned travelers, and preparing vouchers. - Daily
- Work products and documents related to gathering and analyzing information about processes, policies, travel estimate and costs, coordinating the preparation of reports, SOP's, spreadsheets, design or coordinate systems for communications among staff. - Daily
Basic Qualifications:
- Bachelor's degree in business management and administration or a related discipline.
- Project Management Professional (PMP).
- Certified Administrative Professional.
- Skilled in MS Office, SharePoint, Teams, Concur, WebEx, and NBS.
- Experienced in expense reconciliation, project management/planning, timekeeping, fellowship program management, executive level support, meeting coordination, travel planning, and calendaring.
Minimum Qualifications:
- Ability to multi-task and pay close attention to detail.
- Excellent analytical, organizational and time management skills.
- Strong communication skills, both oral and written.
*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com. You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.
GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.
This position is contingent upon contract award.
