Operations Coordinator

Job Family:
Program Management

Travel Required:

None

Clearance Required:

Ability to Obtain Public Trust

We are looking for an Operations Coordinator to provide administrative, operational, and program support to laboratory staff within the National Institute on Aging (NIA). This Operation Coordinator will support a broad range of personnel, travel, procurement, project tracking, meeting coordination, and office management activities. This position is a full-time position located in Baltimore, MD. Provide direct administrative, procedural, informational, and program workflow support to laboratory staff, serving as a primary point of contact for office communications and the flow of information.

Perform complex ongoing and ad hoc support tasks, including managing special projects, drafting letters and reports, preparing and editing presentations, developing agendas, compiling data, and creating or updating spreadsheets, databases, dashboards, and tracking tools. Gather, research, and analyze information on processes, programs, data calls, workflow, technology needs, and administrative tools; recommend improvements that enhance efficiency, standardization, and office operations. Coordinate travel requests, professional service orders, sponsored travel, outside activities, official duty memoranda, leave authorizations, training requests, correspondence, reports, requisitions, purchase requests, reimbursements, property records, and other administrative forms.

Coordinate meetings, workshops, and courses by scheduling conference rooms, arranging logistics, audiovisual support, Web Ex sessions, agendas, materials, participant communications, and meeting minutes. Maintain fiscal year calendars, shared calendars, personnel, budget, travel, training, project management, performance management, awards, committee membership, database, reporting, and project status tracking systems. Produce and manage documents, reports, communications, presentations, operational summaries, budget tracking tools, dashboards, and other information-management materials for leadership visibility and decision-making.

Prepare, route, track, reconcile, and follow up on personnel packages and administrative actions for onboarding, transfers, promotions, terminations, appointment renewals, credentialing, and compliance with federal requirements. Develop and maintain SOPs, guidance documentation, administrative databases, tracking systems, dashboards, and tools while ensuring data integrity, accuracy, completeness, and timeliness. Serve as liaison with Human Resources, budget, contracting, IT, and other offices to resolve administrative and operational issues, including advising staff on government travel policies, procedures, and federal administrative requirements.

Coordinate office equipment and supply purchases, maintenance agreements, inventory management, procurement documentation, and technology updates for laptops, mobile devices, monitors, and related tools. Meet weekly with laboratory members to present updates and discuss ongoing administrative activities.

• Bachelor’s degree
• Minimum of THREE (3) years supporting administrative, operations, program coordination, or office management functions.
• Skilled in coordinating meetings, workshops, conferences, and related meeting logistics.
• Background supporting personnel actions, onboarding, transfers, promotions, terminations, and related administrative processes.
• Proven capability managing travel, procurement, budget tracking, records management, and administrative reporting activities.
• Demonstrated proficiency creating and maintaining spreadsheets, databases, dashboards, and tracking tools.
• Proficiency with Microsoft Office applications.
• Familiarity with SharePoint and collaboration platforms.
• Capacity to manage multiple priorities and meet established deadlines.
• Analytical mindset for assessing administrative workflows and recommending process improvements.
• Must be able to obtain and maintain a Federal or DoD “public trust”; candidates must receive approved adjudication prior to onboarding with Guidehouse.
• Candidates with an active public trust or suitability are preferred.

• Certified Administrative Professional (CAP) certification.
• Knowledge of Federal Travel Regulations.
• Strong writing and documentation skills, including preparing reports, presentations, correspondence, meeting minutes, and briefing materials.
• Strong organizational, communication,…