Operations Coordinator

Location

Rockville, MD | United States

Job description

ACI Federal  is seeking a  Operations Coordinator  to join our vibrant team at the National Institutes of Health (NIH) supporting the Office of the Director (OD) located in Bethesda, MD.

​The contractor(s) will independently provide support services to satisfy the overall operational objectives of the NIH Division of Police.

Deliverables:

• ​Work products and documents related to coordinating the day-to-day office operation, including problem and conflict resolution, organization and prioritization of tasks; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities throughout the Division as needed. - Daily
• Work products and documents related to serving as an ITAS timekeeper; ensure timecards are prepared in compliance with the rules and regulations of ITAS; ensure proper paperwork is obtained; maintain an Administrative Leave Record (ALR) card for each employee; perform periodic internal audits of timecards, make corrections when necessary. - Daily
• Work products and documents related to preparing all uniform procurement actions, enter requests in POTS, maintain supply inventories; prepare maintenance agreements and contracts; receive and review expenditures; verify the completeness and accuracy of accounting throughout the Division as needed. - Daily
• Work products and documents related to entering data into the Divisions network system, i.e. SharePoint files, prepare and edit documents, process training requests, manage records in accordance with retention guidelines throughout the Division as needed. - Weekly
• Work products and documents related to gathering and analyzing information about processes and programs; prepare reports, letters, and other documents for review and input programs, policies and activities; review and summarize the content of incoming materials and specially gathered information; coordinate the new information with background office sources; draw attention to important facts or conflicts. - Weekly
• Work products and documents related to coordinating transportation reservations, prepare travel orders for those throughout the Division as needed. This includes preparing advances for non-frequent travelers and travel vouchers; use of the NBS Travel System. - Weekly

Work Details:

• 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. 1
• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices. 2
• Coordinate meetings, workshops and courses for staff; schedule conference rooms. 3
• 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. 4
• Develop, maintain and utilize various administrative databases. 5
• Provides support for various procurement and administrative tasks.
• 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 administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Acts as point of contact with management and administrative, budget and property management staff.
• 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.
• Provides guidance to staff on Federal guidelines and procedures.
• 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.
• 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.
• Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions and separations.
• Prepares inventory and purchase requests and assists with property management.
• Maintain office records including office procurements and reimbursement procedures.
• Enter requests for office supplies using POTS.
• Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
• 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.
• 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.
• 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.
• Conduct project close out reviews to reflect current processes and identify areas for improvement.
• Researchers and proposes new administrative procedures.
• Gather and analyze information about processes and programs.
• 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.
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Bachelor's

Additional Qualifications:

​Certifications & Licenses

• Certified Administrative Assistant - Certified Administrative Professional

  Field of Study

• General Business

  Software

• SharePoint
• MS Office
• WebEx
• ITAS
• Concur

  Skills

• Expense reconciliation, project management/planning, timekeeping, fellowship program management
• Social Media, knowledge of the Federal Travel Regulation
• Meeting minutes/summary reports
• Executive level support
• Meeting coordination
• Travel planning

Apply now!

Job tags

Salary