Job description
Position Summary:
Responsibilities:
Qualifications:
Citizenship: Must be a US citizen or Green Card holder
Additional Information:
Location: Bethesda, MD
#LI-AS1 Company Overview:
Please note: Final compensation for this position will be determined by various factors such as the Federal Government contract labor categories and contract wage rates, relevant work experience, specific skills and competencies, geographic location, education, and certifications.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
We are currently searching for an
Operations Coordinator to provide support to NIAID OSMO leadership and assigned staff in OSMO and other NIAID offices. This is a full-tiime onsite position supporting the NIH office based out of Bethesda, MD.
Duties include, but not limited to:
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 and 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 and 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 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.
- 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.
- 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.
Minimum Required Qualifications:
Citizenship: Must be a US citizen or Green Card holder
Clearance
: Public Trust (able to obtain)
Education: Bachelor’s Degree in Business
Years’ experience: Minimum of five (5) years of related experience
Skills:
- Strong organizational & Time Management Skills
- Executive level support
- Expense reconciliation, project management/planning, timekeeping, fellowship program management
- Meeting coordination/minutes/summary reports
- Travel planning
- MS Office, including SharePoint, Concur, ITAS
Additional Information:
Location: Bethesda, MD
Travel: None
Remote, Onsite, or Hybrid: Onsite
#LI-AS1
Odyssey Systems Consulting Group, is an innovative small business committed to providing world-class technical, management, and training support services to government and public sector clients. We focus on people, processes, and performance to deliver superior results. Since our inception in 1997, our commitment to mission success and customer satisfaction has been recognized with exponential growth and exceptional past performance ratings. We accept challenging assignments and drive projects from the planning stages, through implementation, and into operations and support.
Please note: Final compensation for this position will be determined by various factors such as the Federal Government contract labor categories and contract wage rates, relevant work experience, specific skills and competencies, geographic location, education, and certifications.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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