Operations Coordinator - NIH

Salary Range: $35.00 To $37.00 Hourly

Global Solutions Network (GSN), a federal government contracting firm, presents this
full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

Responsibilities:

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.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, Web Ex, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• 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 requested and provide that information; 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.
• Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.

Acts as point of contact with management and administrative, budget and property management staff.

• 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.
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

Provides guidance to staff on Federal guidelines and procedures.

• 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.
• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.

Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
• Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.

Prepares inventory and purchase requests and assists with property management.

• 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.
• Enter requests for office supplies using POTS.
• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
• Manage office records and spreadsheets including office procurements, reimbursements, and property.
• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and…