Operations Coordinator

ADP, Inc.; Baltimore (MD); On-site; USD 50,000 - 53,000; Full time

Job summary

Global Solutions Network (GSN) is seeking an Operations Coordinator for a full-time, short-term role supporting NIH at the Baltimore site. The position offers a salary between $36.00 and $38.75 per hour and a comprehensive benefits package.

You will coordinate travel requests, procurement, meetings, and staff onboarding; maintain calendars, databases, and reports; and serve as a resource on NIH policies and administrative procedures.

Qualifications

• Bachelor’s degree and ten years' experience.
• Proficiency in Microsoft Office.
• Knowledge of NIH procurement and administrative systems.

Responsibilities

• Coordinate preparation of travel requests, service orders and forms.
• Provide administrative, procedural and informational resource support.
• Coordinate meetings, room bookings and remote connection arrangements.
• Maintain calendars, databases and reports; track actions and deadlines.
• Prepare HR materials for onboarding, transfers and visa documentation.
• Maintain office records, budgets and procurement documentation.

Skills

Knowledge of NIH procurement

Administrative systems experience

Education

Bachelor’s degree

Tools

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Operations Coordinator

NIH SOAR - KGS Full Time Baltimore, Baltimore, MD, US

Salary Range: $36.00 To $38.75 Hourly

Global Solutions Network (GSN), a federal government contracting firm, presents thisfull time, short-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

TECHNICAL REQUIREMENTS:

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

Work with staff on proofreading, recommending, interpreting, and/or implementing

internal administrative policies and procedures.

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 meetings, workshops and courses for staff; schedule conference rooms.

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

Research information requested and provided that information; maintain status of

projects; follow up on actions through contact with office staff

Produce a wide range of documents; address a variety of office needs which may include

word processing, information management, report preparation, publications, information

Prepare and route personnel packages for onboarding, transfer, promotions, terminations,

including processing of credentialing packages.

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.

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.

Provide information to staff on policies and procedures for government travelers and

invited guests.

Explain HHS and NIH property policies, procedures and regulations in relation to the

acquisition of accountable property items.

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.

Set up and format spreadsheets to analyze information.

Maintain tracking systems; use records management systems 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.

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, 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.

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.

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

Manage office records and spreadsheets including office procurements, reimbursements,

and property.

Maintain space utilization records, inventoried and projections; compile, organize and

analyze necessary associated materials.

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.

Participate in developmental activities involving studies and analysis of internal

administrative operations, organizations or management to achieve greater economies

and efficiency.

Prepare materials for incorporation into workflow and operational analyses, cost studies

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.

Compile data and create and maintain PowerPoint presentations for presentation utilizing

computer programs.

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.

Researchers and propose new administrative procedures.

Gather and analyze information about processes and programs.

Research and advise staff on technology needs/updates such as laptops, mobile devices

and monitors.

Qualifications:

• Bachelor’s degree and ten years' experience
• Demonstrated proficiency in Microsoft Office
• Knowledge of NIH procurement, purchasing, and administrative systems
• Paid Time Off and Paid Holidays
• 401K/Profit Sharing Plan
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Discount Program
• Employee Assistance Program
• Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.