Administrative​/Operations Coordinator; Resume Sourcing Pool

About the Opportunity

Hedgelan Consulting is proactively building a pipeline of qualified professionals for future opportunities supporting federal government clients, including the National Institutes of Health (NIH).

This posting is intended to identify candidates interested in administrative, operational, program coordination, and executive support roles that may become available on upcoming contracts and task orders. Candidates selected for our talent pipeline may be contacted as opportunities arise that match their background and experience.

We are seeking highly organized, detail-oriented professionals who thrive in fast-paced environments and can support a wide range of administrative and operational functions.

Assignments may support offices located at:

• Rockville, Maryland
• Bethesda, Maryland

Some positions may offer telework or hybrid schedules based on contract requirements.

The Administrative Assistant / Operations Coordinator provides comprehensive administrative and operational support to federal programs and offices. Responsibilities may include executive support, meeting coordination, travel administration, procurement tracking, personnel support, budget tracking, records management, communications, and special projects.

Successful candidates will demonstrate strong organizational skills, professionalism, attention to detail, and the ability to manage multiple priorities in a government contracting environment.

Responsibilities may vary by assignment and could include:

• Providing administrative and operational support to federal program offices and leadership teams
• Coordinating meetings, workshops, conferences, and virtual events using platforms such as Web Ex or Microsoft Teams
• Managing calendars, scheduling meetings, preparing agendas, and documenting meeting minutes and action items
• Preparing, reviewing, and maintaining reports, spreadsheets, presentations, correspondence, and other documents
• Supporting travel coordination, travel authorizations, vouchers, and reimbursement processing
• Assisting with procurement requests, purchase tracking, office supply management, and vendor coordination
• Maintaining electronic and hard-copy filing systems in accordance with agency policies and procedures
• Tracking personnel actions, onboarding/offboarding activities, training requests, and administrative workflows
• Assisting with budget tracking, expense reconciliation, and financial documentation
• Supporting executive-level staff with communications, scheduling priorities, and special projects
• Updating and maintaining SharePoint sites, shared drives, databases, and internal tracking systems
• Conducting internet and policy research and compiling information for reports and management inquiries
• Monitoring action items, deadlines, and project deliverables to ensure timely completion
• Serving as a liaison between program staff and administrative offices such as Human Resources, Travel, Procurement, and Property Management
• Preparing and proofreading documents for grammar, formatting, completeness, and policy compliance
• Supporting office operations including phones, mail distribution, shipping/receiving, copying, scanning, and records maintenance
• Participating in special projects, process improvement initiatives, and administrative studies

Candidates may qualify through a combination of education and experience such as:

• High school diploma with at least two (2) years of administrative support experience OR
• Bachelor’s degree in Business Administration, Communications, Public Administration, or a related field with relevant professional experience

• Experience supporting federal government or government contracting environments
• Prior experience supporting NIH, HHS, or other federal agencies
• Strong proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook
• Experience with SharePoint, Concur, Web Ex, TEAMS, or similar systems
• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Ability to manage multiple assignments and shifting priorities
• Experience with travel coordination, procurement tracking, personnel administration, or budget support
• Strong analytical and problem-solving skills
• Ability to work independently and collaboratively in a team environment

• Candidates must be able to successfully complete a background investigation if required for assignment.
• Work schedules are generally Monday through Friday during standard business hours.
• Most assignments require on-site support in Rockville or Bethesda, Maryland.
• Certain opportunities may require proof of vaccination or compliance with federal workplace safety requirements, if applicable under current contract guidelines.

Hedgelan Consulting partners with federal agencies to provide high-quality administrative, operational, and program support services. We value…