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Operations Coordinator

Company: Guidehouse
Location: Rockville
Posted on: January 26, 2023

Job Description:

Job Family:

Administrative Services (Digital)
Travel Required:

Clearance Required:

Ability to Obtain Public Trust

What You Will Do:
We are currently searching for an Operations Coordinator to provide administrative and operational support in the Basic Sciences Program (BSP), Division of AIDS (DAIDS). This is a full-time, on-site opportunity in Rockville, MD.

  • 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.
  • Prepare travel documentation, vouchers, provide tax exempt forms, and process all travel related support for BSP staff travel.
  • Update travel planning documents for AOs and BCs, including branch allocations and NTPS and provide updated lists quarterly.
  • Compile and maintain travel information, including frequent flyer numbers, hotel member 3 s, and TSA Pre/Global Entry for staff and provide to Omega. Work with FIC for visas and passports and OMS for scheduling of vaccinations, medicines for overseas travel.
  • Work with BSP staff and NIAID MEET to set up and maintain events, including recurring internal staff meetings, applicable workshops, seminars, guest speakers; support routine and "one-of-a-kind" or programmatic meetings; schedule and maintain calendars; reserve meeting space/equipment; prepare/distribute agendas.
  • Handle meeting logistics and other tasks requested by the BSP leadership.
  • Coordinate calendar invites for meetings, including checking attendees' calendars for availabilities coordinate Doodle polls to survey availabilities of external partners.
  • Set up teleconferences, PowerPoint presentations, and webinars.
  • Organize visits with external guests, meeting attendees, invited speakers.
  • Inform meeting participants of logistics for visiting Fishers Lane, hotel information, transportation, escort them through security, and to the meeting site.
  • Coordinate communications and reporting activities, including calls for abstracts, SAIs, with the Workforce Operations, Communications and Reporting Branch in the DAIDS Office of the Director.
  • Provide support with timekeeping duties per the NIH ITAS requirements as they pertain to contractors.
  • Serve as a resource for staff on leave policies.
  • Assist in the collection, compilation, and distribution of relevant information for a variety of meetings related to BSP management, including BSP retreats and BSP staff meetings.
  • Develop and update content on SharePoint portal site for BSP, including site/community development, establishment of document libraries and other SharePoint content.
  • Participate at SharePoint trainings.
  • Work on special cross-cutting/ad hoc projects, participate in special annual/ad hoc scientific meetings and participate on certain working groups and/or conference calls at the discretion of the BSP Leadership.
  • Serve as a point of contact with AOs regarding new employee onboarding and facilitating office and IT equipment. Order supplies as needed by BSP staff.

    What You Will Need:
    • Bachelor's degree
    • At least 5 years of experience
    • Willing to have the position 100% remote if a candidate is identifiedWhat Would Be Nice To Have:
      • Excellent oral and communication skills
      • Travel planning
      • SharePoint
      • MS Office

        What We Offer:

        Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

        Benefits include:
        • Medical, Rx, Dental & Vision Insurance
        • Personal and Family Sick Time & Company Paid Holidays
        • Parental Leave
        • 401(k) Retirement Plan
        • Group Term Life and Travel Assistance
        • Voluntary Life and AD&D Insurance
        • Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
        • Transit and Parking Commuter Benefits
        • Short-Term & Long-Term Disability
        • Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
        • Employee Referral Program
        • Corporate Sponsored Events & Community Outreach
        • annual membership
        • Employee Assistance Program
        • Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)
        • Position may be eligible for a discretionary variable incentive bonus About Guidehouse
          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.

          Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

          If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1- or via email at . All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

          Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.

Keywords: Guidehouse, Rockville , Operations Coordinator, Other , Rockville, Maryland

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