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
Didn't find what you're looking for? Search again!
Loading more jobs...