Operations Coordinator
Company: E-Talent Network
Location: Rockville
Posted on: May 29, 2023
Job Description:
POSITION INFORMATION
Overall Position Summary and Objectives Under this task order, the
contractor will independently provide support services to satisfy
the overall operational objectives. The primary objective is to
provide services and deliverables through performance of support
services.
Minimum Education
Bachelor's
Resume Max Pages
15
ADDITIONAL QUALIFICATIONS
Certifications & Licenses
- None listed
Skills (Ranked By Priority)
- Travel planning
- Knowledge of organizational travel, budget and purchasing
systems.
- Executive level support
- Meeting coordination
- Meeting minutes/summary reports
Software
- MS Office
- WebEx
- ITAS
- SharePoint
- Concur
Field of Study
- Miscellaneous Business & Medical Administration
DELIVERABLES
- Work products and documents related to administrative missions
and operations; gather data and analyze requirements; design
implementation procedures; evaluate program operation; work on
special projects. - Ad-Hoc
- Work products and documents related to organizing weekly
departmental and other meetings and workshops and outreach events;
set up and format spreadsheets to analyze information; coordinate
the preparation of requests, memoranda, reports, forms and
mailings. - Ad-Hoc
- Work products and documents related to developing, maintaining
and utilizing various administrative databases; compile data and
create and maintain slides for presentation. - Ad-Hoc
- Work products and documents related to updating and maintaining
calendars and shared calendars for staff; establish appointment
priorities; coordinate meetings, workshops and courses; schedule
conference rooms. - Ad-Hoc
- Work products and documents related to maintaining office
records; provide timekeeping support; track, record and direct
manuscripts to reviewers; maintain branch file systems; note staff
commitments; arrange for staff implementation. - Ad-Hoc
- Work products and documents related to summarizing and
coordinating incoming materials; coordinate new information with
background office sources. - Ad-Hoc
STATEMENT OF WORK DETAILS
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.
- Provide administrative, procedural and informational resource
support; work with staff to coordinate program workflow.
- Work with staff on proofreading, recommending, interpreting,
and/or implementing internal administrative policies and
procedures.
- 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.
- Research information requested and provide that information;
maintain status of projects; follow up on actions through contact
with office staff
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.
- Serve as liaison between Director and divisional staff;
communicate policies, protocols, regulations, guidelines and
general information.
- 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.
- Prepare SOPs and review for accuracy; maintain knowledge of
current regulations, policies, and procedures concerning general
administration, organization, procurement, travel, personnel,
etc.
- 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.
- 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.
Develops, maintains and updates documentation, databases and
spreadsheets for personnel, budget and travel 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.
Prepares inventory and purchase requests and assists with property
management.
- 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 procurement requests; review receiving documentation and
reconcile all receiving problems; maintain records and spreadsheets
of all requests.
Coordinates with management on special projects.
- Coordinate staff responses to data calls from the Office of the
Director.
- Provide direct administrative, procedural and informational
resource support; work with staff to coordinate program
workflow.
- 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.
- Plan or assist in the planning of special projects involving
program issues; work with staff on the management of special
crosscutting initiatives and task force groups to accomplish
programmatic goals.
- Work independently on special projects; research and initiate
actions pertaining to operational issues; coordinate proponents to
research; resolve action processing issues. y
Researchers and proposes new administrative procedures.
- Gather and analyze information about processes and
programs.
- 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.
- 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.
- 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.
Other
- Plan, coordinate, analyze, and evaluate administrative missions
and operations; execute administrative and support functions;
coordinate administrative management functions; provide key advice
and guidance to staff in facilitating the performance of their
responsibilities
- Participate in office staff meetings and discussions pertaining
to the activitiesencompassed in the administrative and management
functions
description
- Gather data from individual units within the organization;
analyze requirements particularto one functional area; design
implementation procedures to meet the overall needsof the
organization; coordinate schedules, deadlines and methods of
approach withmanagement
- Use day-to-day observations and analysis of work processes to
evaluate programoperations; anticipate potential problems; identify
existing problems and inefficiency;develop recommended
solutions
- Provide advice and guidance for improvements; anticipate areas
of concern or questionswhich must be addressed when making
recommendations
- Analyze effectiveness of administrative support for the office
and recommendappropriate corrective measures
- Work independently on special projects; research and initiate
actions pertaining tooperational issues; coordinate proponents to
research; resolve action processing issues
- Provide a variety of assigned activities such as compiling,
retrieving and organization ofinformation, data entry, researching
references for projects, development and analysis ofinformation to
support decision alternatives
- Develop and maintain data including charts, graphs and reports
reflecting effectivenessand efficiency standings and planned versus
actual accomplishments of the office
- Prepare and edit reports, briefings, and other informational
material designed primarilyto report functions of the office;
analyze and select facts that are drawn from differentsources and
synthesized into a unified presentation
- Coordinate the preparation of a variety of items such as travel
requests, professionalservice orders, requests for sponsored travel
Form 348, outside activities Form 520,official duty memoranda,
training requests, individualmass mailings, correspondence,reports
and various forms
- Gather and analyze information about processes and programs;
prepare reports, letters,and other documents for review and input
for programs, policies, and activities
- Monitor compliance with program policies and procedures;
identify strategies to ensurethat program and contractual
compliance is maintained
- Update and maintain spreadsheets, databases, budget records and
contact databases
- Compile data and create and maintain slides for presentation
utilizing computerprograms
- Updatemaintain calendars and shared calendars for multiple
staff members
- Organize weekly departmental meetings, take minutes, follow up
on action items
- Coordinate meetings, workshops and courses for staff; make
arrangements for conferencerooms and audio-visual requirements;
prepare agendas and briefing materials
- Maintain office records including office procurements and
reimbursement procedures
- Track, record and route manuscripts to reviewers
- Design and coordinate systems for communications among staff to
facilitate the efficientflow of information relating to projects
and program activities
- Note commitments made by executive level during meetings and
arrange for staffimplementation
- Arrange for staff member to represent organization at
conferences and meetings, establishappointment priorities, or
reschedule or refuse appointments or invitations
- Read outgoing correspondence for executive levels approval and
alert writers to anyconflict with the file or departure from
policies or executive levels viewpoints; makerecommendations to
resolve problems that arise
- In the executive levels absence ensure that requests for action
or information are relayedto the appropriate staff; decide whether
executive level should be notified of important oremergency
issues
- Summarize the content of incoming materials, specially gathered
information, ormeetings to assist executive; coordinate the new
information with background officesources; draw attention to
important parts or conflicts
Keywords: E-Talent Network, Rockville , Operations Coordinator, Other , Rockville, Maryland
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