Operations Coordinator

Job Details

• Level: Experienced
• Job Location:
  
  National Institutes of Health (NIH) - Baltimore Campus
  - Baltimore, MD 21224
• Position Type:
  Full Time
• Education Level: Bachelors Degree
• Salary Range: $35.00 - $44.00 Hourly
• Travel Percentage:
  None
• Job Shift: Day
• Job Category:
  Admin
  - Clerical
• Position Objective:
  Provide services as an Operations Coordinator in support of the overall functions of the National Institute on Drug Abuse (NIDA), within the National Institutes of Health (NIH).

• Prepare and coordinate administrative documentation (e.g., travel, correspondence, reports, forms).
• Support daily office operations, workflow coordination, and timekeeping.
• Produce and manage documents and communications.
• Prepare and process personnel actions (e.g., onboarding, promotions, separations).
• Ensure completeness, accuracy, and compliance of personnel documentation.
• Track HR activities and advise staff on applicable policies.
• Coordinate meetings, events, and logistics (including virtual platforms).
• Prepare agendas, materials, and meeting minutes.
• Maintain communication products (e.g., websites, newsletters).
• Maintain SOPs and guidance documents.
• Provide guidance on administrative policies.
• Serve as liaison across program and administrative offices.
• Maintain databases, tracking systems, and records.
• Ensure proper documentation, filing, and retrieval.
• Generate reports and analytical summaries.
• Process procurement requests and track orders (e.g., POTS).
• Maintain inventory and property records.
• Support special projects and initiatives.
• Conduct research and prepare reports and presentations.
• Assist with strategic planning activities.
• Analyze workflows and recommend improvements.
• Identify inefficiencies and propose solutions.
• Support IRPAC and ACUC activities, including documentation and coordination.
• Participate in required committee functions in accordance with regulations.

• Bachelor’s Degree required
• 10 or more years experience providing administrative/program support

• Experience providing administrative support to scientists in an intramural biomedical research environment.
• Experience providing direct support to facility operations by tracking, assigning, and billing parking resources for a biomedical research organization, including permanent and visitor parking.
• Experience supporting Federal agencies through the renewal of certificates on individually issued Personal Identity Verification (PIV) cards for intramural research program staff.
• Experience assisting the Office of Medical Services (OMS) by coordinating logistics for nursing staff organizing essential staff-safety events, including, for example, annual flu clinics or other staff-support events.
• Experience conducting ordering and procurement of essential supplies and services necessary to maintain a cutting-edge basic science program in the biomedical sciences.
• Extensive experience providing administrative support in an intramural research environment, ensuring efficient day-to-day operations across multiple functional areas.
• Experience performing a wide range of critical and often sensitive administrative duties in support of an intramural biomedical research environment.
• Experience supporting NIH staff members through reliable administrative, operational, and programmatic assistance.
• Experience onboarding and orienting trainees, helping to facilitate successful integration into the research environment and adherence to institutional processes and procedures.
• Experience preparing Official Government Travel orders.
• Experience managing a high volume of procurement actions in support of a biomedical research mission.
• Ability to multi-task and pay close attention to detail.
• Excellent analytical, organizational and time…