Operations Coordinator

Position Objective: Provide services as an Operations Coordinator in support of the overall functions of the National Institute on Aging (NIA) within the National Institutes of Health (NIH). Duties and Responsibilities:

Note commitments made by executive level during meetings and arrange for staff implementation.

Arrange for staff members to represent organization at conferences and meetings, estab-lish appointment priorities, or reschedule or refuse appointments or invitations

Read outgoing correspondence for executive level’s approval and alert writers to any conflict with the file or departure from policies or executive level’s viewpoints; make recommendations to resolve problems that arise.

In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff furnished in timely manner; notify executive level of important or emergency issues of which the executives should be made immediately aware.

Summarize the content of incoming materials, specially gathered information, or meetings to assist executives; coordinate the new information with background office sources; ad-vise of important parts or conflicts.

Compose correspondence requiring some understanding of technical matters within the program.

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. 3

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 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.

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.

Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

Serve as the primary contact for the meeting room and parking reservation system. 2

Coordinate the printing and conversion of paper documents to electronic files.

Update/maintain calendars and shared calendars for multiple staff members. 4

Coordinate events such as symposiums, award ceremonies, and seminars. Prepare agenda, travel arrangements, and handle other related logistics. 5

Provide support with timekeeping duties.

Serve as the coordinator for the internal manuscript clearance system. Serve as the con-tact for the NIH manuscript processes (submission to PubMed Central, etc.). 1

Acts as point of contact with management and administrative, budget and property management staff.

Develop, maintain and utilize various administrative databases.

Provides guidance to staff on Federal guidelines and procedures.

Provide information to program staff on policies and procedures for government travelers and invited guests.

Review all personnel packages and advise program personnel on HR regulations and 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.

Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

Set up and format spreadsheets to analyze information.

Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files.

Develop, maintain and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.

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.

Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions and separations.

Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.

Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.

Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.

Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.

Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities

Maintain file systems for correspondence and projects.

Prepares inventory and purchase requests and assists with property management.

Maintain office records including office procurements and reimbursement procedures.

Coordinates with management on special projects.

Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.

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.

Researchers and proposes new administrative procedures.

Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.

Basic Qualifications:

High School Diploma plus 5 years of related experience is a considered equivalent to a Bachelor's Degree

Knowledge of NIH procurement, purchasing, travel and administrative systems

Meeting coordination - Travel planning - Calendaring - Executive level support -Scheduling experience needed

Software use to include SharePoint - MS Office - Concur - WebEx - ITAS

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 [email protected] . 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.

Requisition ID: 7042