Operations Coordinator

Company: Medical Science & Computing (MSC), a Dovel company
Location: Rockville
Posted on: May 9, 2022

Job Description:

We are currently searching for an Operations Coordinator to independently provide support services to satisfy the overall operational objectives of the National Institute of Neurological Disorders and Stroke. The primary objective is to provide services and deliverables through performance of support services. This opportunity is full-time, and it is on site in Rockville, MD.
Duties & Responsibilities

• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities
• 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
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions
• Gather and analyze information about processes and programs
• 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
• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment appointment of professional, technical, and support staff, renewal extension of appointments, reassignments, pay increases adjustments, separation termination, etc.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes
• 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.
• 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
• Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations
• 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
• 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
• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation
• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies
• 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
• Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files
• Assemble and summarize data, background information and other materials from source materials or automated systems
• 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
• 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
• 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 procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests
• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content
• 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
• Coordinate all administrative aspects of special projects
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues
• Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives # SOAR
  
  Requirements
  Skills
  • Meeting coordination
  • Travel planning
  • Expense reconciliation, project management/planning, timekeeping, fellowship program management
  • Meeting minutes/summary reports
  • Data analysis
  • SharePoint
  • MS Office
  • Concur
  • WebEx
  • Zoom
  • Microsoft teams Qualifications
    • Minimum Education: Bachelor's Degree in one of following fields:
      • Miscellaneous Health Medical Professions
      • Neuroscience
      • Miscellaneous Biology
      • General Business
      • At least 5-7 years of specialized experience
      • Certified Administrative Assistant Preferred Due to our contractual requirements and federal orders, including an Executive Order from the White House and an emergency regulation from the Centers for Medicare & Medicaid Services (CMS), the position for which you are applying requires that you provide proof of your vaccination status. If you are unable to receive the COVID-19 vaccine for medical reasons or because of a sincerely held religious belief, you may request an exemption from the vaccination requirement which shall be reviewed after the submission of requested documentation. If an accommodation is granted, the conditions may include weekly testing and masking. All Guidehouse employees also agree to follow any additional health and safety mitigation policies that may be required in the workplace.
        
        Company Description Dovel Technologies and its Family of Companies (Medical Science & Computing and Ace Info Solutions) was acquired in October 2021.
        
        Guidehouse is a leading global provider of consulting services to the public sector and commercial markets, with broad capabilities in management, technology, and risk consulting. By combining our public and private sector expertise, we help clients address their most complex challenges and navigate significant regulatory pressures focusing on transformational change, business resiliency, and technology-driven innovation. Across a range of advisory, consulting, outsourcing, and digital services, we create scalable, innovative solutions that help our clients outwit complexity and position them for future growth and success. The company has more than 12,000 professionals in over 50 locations globally. Guidehouse is a Veritas Capital portfolio company, led by seasoned professionals with proven and diverse expertise in traditional and emerging technologies, markets, and agenda-setting issues driving national and global economies.
        
        Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.
        ..... click apply for full job details

Keywords: Medical Science & Computing (MSC), a Dovel company, Rockville , Operations Coordinator, Other , Rockville, Maryland