Position Objective: Provide services as an Operations Coordinator in support of the overall functions of the Office of the Director (OD) within the National Institutes of Health (NIH). The Operations Coordination will report to the Office Management Team. The candidate will be responsible for all federal government foreign and domestic travel and property management for the Office of Strategic Coordination. This includes customer interfacing, working with cross- functional partners, firm understanding of federal government travel regulations and guidance, understand procedural and administrative resources, summarize data, respond to inquiries concerning projects and deliverables and follow up on action items.
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. 1
- Work with staff on internal operating budget establishment; monitor obligations and commitments; advise senior staff on spending and track spending pattern and needs for internal tracking.
- 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.
- 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.
- 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.
- Develop, maintain and utilize various administrative databases.
- Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.
- 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. 2
- 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 liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.
- 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.
- 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.
- Coordinate, track and act as liaison for human resource activities, issues and functions.
- 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.
- 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. 3
- Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
- 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.
- Review all personnel packages and advise program personnel on HR regulations and policies.
- Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.
- 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.
- 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.
- 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.
- Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
- Serve as one of the Property Accountability Officers for accountable property, maintaining required controls and records, and overseeing inventory in accordance with applicable policy and regulations.
- 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.
- Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
- Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
- Prepare materials for incorporation into work flow and operational analyses, cost studies and/or equipment utilization. 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.
- Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
- Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
- Gather and analyze information about processes and programs.
- Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- 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.
- Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement.
- 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.
- 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.
- Provide information on air, bus, and/or rail schedules and fares, ensuring tickets, rental car reservations, and itineraries issued by the contract travel service office correspond with travel authorized - Daily
- Plan itineraries and arranging for commercial, Government-owned, or contracted travel (foreign and Domestic) - Daily
- Review, record, or compile information related to property inventory, use, and warranty maintenance services. - Bi-Weekly
- Conduct performance reviews and quality inspections of services provided under contract - Quarterly Knowledge of MS Teams and/or SharePoint applications to establish, and maintain files using well-established, clear-cut procedures - Daily
- Ability to prioritize deliverables while working in an agile environment. - Daily
- Ability to demonstrate being an active team participant while striving to provide a great customer experience to staff and partners - Daily
- Experience with NBS Foreign and domestic travel regulations, policies and procedures. - Daily
- Experience using the NIH Property Management Portal System - Weekly
- Excellent written communication skills - Daily
- Verbal and written communications skills to provide effective customer service and to complete forms and prepare memoranda and correspondence - Daily
- Knowledge of personal computers, including word-processing, spreadsheets and database software, to enter and retrieve computerized data and prepare correspondence and reports - Daily
- Ability to identify solutions with organization partners throughout the office and department. - Daily
- Experience communicating travel policy guidance and regulations to staff and partners - Daily
Basic Qualifications:
- Associate’s degree in business management and administration, general business, human resources and personnel management, management information systems and statistics, or a related discipline.
- Skilled in SharePoint, MS Office, Concur, WebEx, CGE, NBS, SunFlower, and Property Management Portal.
- Knowledge of the Federal Travel Regulation.
- Experienced in expense reconciliation, project management/planning, timekeeping, fellowship program management, social media, meeting minutes/summary reports, executive level support, meeting coordination, outreach activities, travel planning, and data analysis.
Minimum Qualifications:
- Bachelor’s degree preferred.
- 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.
