Operations Coordinator

Job Family :

Administrative Services (Digital)

Travel Required :

None

Clearance Required :

Ability to Obtain Public Trust

What You Will Do :

We are currently searching for an Operations Coordinator. This position is to provide administrative support to the Office of the Scientific Director. This is a full-time opportunity located in Baltimore, MD.

Serve as the coordinator for the internal manuscript clearance system. Serve as the contact for the NIH manuscript processes (submission to PubMed Central, etc.).

Serve as the primary contact for the meeting room and parking reservation system.

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.

Update/maintain calendars and shared calendars for multiple staff members.

Coordinate events such as symposiums, award ceremonies, and seminars. Prepare agenda, travel arrangements, and handle other related logistics.

Note commitments made by executive level during meetings and arrange for staff implementation.

Arrange for staff members to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.

Read outgoing correspondence for executive level’s approval and alert writers to any conflict with the file or departure from policies or executive level’s viewpoints; make recommendations to resolve problems that arise.

In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff furnished in timely manner; notify executive level of important or emergency issues of which the executives should be made immediately aware.

Summarize the content of incoming materials, specially gathered information, or meetings to assist executives; coordinate the new information with background office sources; ad-vise of important parts or conflicts.

Compose correspondence requiring some understanding of technical matters within the program.

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.

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.

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.

Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

Provide support with timekeeping duties.

Develop, maintain, and utilize various administrative databases.

Provide information to program staff on policies and procedures for government travelers and invited guests.

Review all personnel packages and advise program personnel on HR regulations and 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.

Set up and format spreadsheets to analyze information.

Maintain tracking systems; use records management system to ensure proper filing, accountability, storage, and retrieval of files.

Develop, maintain, and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.

Maintain databases for tracking, analyzing, and reporting of all activities including professional activities, travel, and project management.

Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas.

Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions, and separations.

Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.

Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.

Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.

Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.

Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.

Maintain file systems for correspondence and projects.

Maintain office records including office procurements and reimbursement procedures.

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.

#SOAR

What You Will Need :

Bachelor’s degree plus ONE (1) year of related experience OR High School Diploma PLUS FIVE (5) years of related experience is a considered equivalent to a bachelor’s degree.

Excellent analytical, organizational and time management skills.

Strong communication skills, both oral and written.

Experience with meeting coordination and travel planning.

Previously managed calendaring, scheduling, and provided executive level support.

Proficient in SharePoint, Microsoft Office, Concur, WebEx, and/or ITAS.

What Would Be Nice To Have :

Knowledge of NIH procurement, purchasing, travel and administrative systems.

Experience working with NIH previously preferred.

The annual salary range for this position is $57,300.00-$85,900.00. Compensation decisions depend on a wide range of factors, including but not limited to skill sets, experience and training, security clearances, licensure and certifications, and other business and organizational needs.

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

Care.com 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 1-571-633-1711 or via email at RecruitingAccommodation@guidehouse.com . 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.