What are the responsibilities and job description for the Operations Coordinator position at Guidehouse?
Job Family:
Administrative Services (Digital)
Travel Required:
Clearance Required:
What You Will Do:
We are currently searching for a Operations Coordinator to support to NIAID OSMO leadership and assigned staff in OSMO and other NIAID offices. This is a full-time, on-site opportunity in Bethesda, MD.
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.
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.
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.
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.
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.
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.
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.
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.
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; update/maintain calendars and shared calendars for multiple staff members.
Support program staff as needed/requested as it related to on-boarding, procurement, travel, timekeeping, and property.
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 i.e., 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.
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.
What You Will Need:
Bachelor’s degree
At least 5 years of experience
What Would Be Nice To Have:
Expense reconciliation
Project management/planning
Timekeeping
Fellowship program management
Meeting coordination/minutes/summary reports
Strong organizational and time management skills
Executive level support
Travel planning
MS Office, including SharePoint
Concur
ITAS
#SOAR
#LI-FG1
What We Offer:
Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.
Benefits include:
Medical, Rx, Dental & Vision Insurance
Personal and Family Sick Time & Company Paid Holidays
Parental Leave
401(k) Retirement Plan
Group Term Life and Travel Assistance
Voluntary Life and AD&D Insurance
Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
Transit and Parking Commuter Benefits
Short-Term & Long-Term Disability
Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
Employee Referral Program
Corporate Sponsored Events & Community Outreach
Care.com annual membership
Employee Assistance Program
Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)
Position may be eligible for a discretionary variable incentive bonus
About Guidehouse
Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.
Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.
If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.
Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.