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Company

Original Job Post

Guidehouse · 2 days ago

Operations Coordinator

Baltimore, MD

Full-time

Onsite

Mid Level

1+ years exp

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Responsibilities

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

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

Coordinate the preparation of various items such as travel requests, professional service orders, requests for sponsored travel, outside activities, official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports, and various forms.

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

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

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

Arrange for staff members to represent organization at conferences and meetings, establish 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 a 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; advise of important parts or conflicts.

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

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.

Provide support with timekeeping duties.

Develop, maintain, and utilize various administrative databases.

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.

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.

Maintain office records including office procurements and reimbursement procedures.

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.

Qualification

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Travel PlanningCalendaringSchedulingExecutive SupportSharePointMicrosoft OfficeConcurWebExITASAnalyticalOrganizationalTime ManagementCommunicationNIH ProcurementPurchasingTravel SystemsAdministrative Systems NIH

Required

Bachelor’s degree plus ONE (1) year of related experience OR High School Diploma PLUS FIVE (5) years of related experience is considered equivalent to a bachelor’s degree.

Excellent analytical, organizational and time management skills.

Strong communication skills, both oral and written.

Experience with meeting coordination and travel planning.

Previously managed calendaring, scheduling, and provided executive level support.

Proficient in SharePoint, Microsoft Office, Concur, WebEx, and/or ITAS.