Global Solutions Network, Inc. · 19 hours ago
Operations Coordinator - NIH
Rockville, MD, US
Full-time
Onsite
Mid Level
$35/hr - $37/hr
3+ years expGlobal Solutions Network, Inc. (GSN) is a federal government contracting firm, and they are seeking an Operations Coordinator to support their customer at the National Institutes of Health (NIH). The role involves coordinating various administrative tasks, maintaining databases, and providing support for program workflow.
ConsultingGovernmentInformation TechnologyLegal
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
Provide information to program staff on policies and procedures for government travelers and invited guests
Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members
Enter, process and track order requests using government systems (i.e., POTS) on behalf of branch staff
Coordinate all administrative aspects of special projects
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
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
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
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
Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs
Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management
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
Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements, reimbursement, reimbursement procedures, 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
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
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
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
Conduct project close out reviews to reflect current processes and identify areas for improvement
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
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
Plan, coordinate, analyze, and evaluate administrative missions and operations; execute administrative and support functions; coordinate administrative management functions; provide key advice and guidance to staff in facilitating the performance of their responsibilities
Participate in office staff meetings and discussions pertaining to the activities encompassed in the administrative and management functions
Gather data from individual units within the organization; analyze requirements particular to one functional area; design implementation procedures to meet the overall needs of the organization; coordinate schedules, deadlines and methods of approach with management
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 advice and guidance for improvements; anticipate areas of concern or questions which must be addressed when making recommendations
Analyze effectiveness of administrative support for the office and recommend appropriate corrective measures
Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
Provide a variety of assigned activities such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives
Develop and maintain data including charts, graphs and reports reflecting effectiveness and efficiency standings and planned versus actual accomplishments of the office
Prepare and edit reports, briefings, and other informational material designed primarily to report functions of the office; analyze and select facts that are drawn from different sources and synthesized into a unified presentation
Gather and analyze information about processes and programs; prepare reports, letters,and other documents for review and input for programs, policies, and activities
Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained
Update and maintain spreadsheets, databases, budget records and contact databases
Compile data and create and maintain slides for presentation utilizing computer programs
Organize weekly departmental meetings, take minutes, follow up on action items
Coordinate meetings, workshops and courses for staff; make arrangements for conference rooms and audio-visual requirements; prepare agendas and briefing materials
Track, record and route manuscripts to reviewers
Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
Note commitments made by executive level during meetings and arrange for staff implementation
Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations
Read outgoing correspondence for executive levels approval and alert writers to any conflict with the file or departure from policies or executive levels viewpoints; make recommendations to resolve problems that arise
In the executive levels absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues
Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts
Qualification
Required
A Bachelor's degree and at least three years of related experience are required
Knowledge of organizational travel, budget and purchasing systems
Demonstrated experience in: Travel planning, Meeting coordination, Executive level support
Knowledge of the Federal Travel Regulation
Familiarity with social media
Proficiency in: Microsoft Office, WebEx, ITAS, Concur, SharePoint
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
Company
Global Solutions Network, Inc.
Global Solutions Network is a hubzone firm providing services for the USA government organisations.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase