Operations Coordinator

GAP Solutions Inc; Maryland; On-site; USD 75,000 - 95,000; Full time

Job summary

GAP Solutions Inc. supports the National Institute on Drug Abuse (NIDA) within the NIH in Maryland by providing an Operations Coordinator to assist administrative and program operations.

The role covers documentation, HR actions, meetings, procurement, and policy guidance across offices. The candidate should hold a Bachelor's degree and bring 10+ years of administrative/program support experience, with strong communication, analytical, and multitasking abilities for a fast-paced research

Qualifications

• Bachelor's Degree is required.
• 10 or more years experience providing administrative/program support.

Responsibilities

• Prepare and coordinate administrative documentation (e.g., travel, correspondence, reports, forms).
• Support daily office operations, workflow coordination, and timekeeping.
• Produce and manage documents and communications.
• Prepare and process personnel actions (e.g., onboarding, promotions, separations).
• Ensure completeness, accuracy, and compliance of personnel documentation.
• Track HR activities and advise staff on applicable policies.
• Coordinate meetings, events, and logistics (including virtual platforms).
• Prepare agendas, materials, and meeting minutes.
• Maintain communication products (e.g., websites, newsletters).
• Maintain SOPs and guidance documents.
• Provide guidance on administrative policies.
• Serve as liaison across program and administrative offices.
• Maintain databases, tracking systems, and records.
• Ensure proper documentation, filing, and retrieval.
• Generate reports and analytical summaries.
• Process procurement requests and track orders (e.g., POTS).
• Maintain inventory and property records.
• Support special projects and initiatives.
• Conduct research and prepare reports and presentations.
• Assist with strategic planning activities.
• Analyze workflows and recommend improvements.
• Identify inefficiencies and propose solutions.
• Support IRPAC and ACUC activities, including documentation and coordination.
• Participate in required committee functions in accordance with regulations.

Skills

Strong communication skills

Analytical skills

Organizational skills

Time management

Attention to detail

Multi-tasking

Education

Bachelor's Degree

Job description

Position Objective

Provide services as an Operations Coordinator in support of the overall functions of the National Institute on Drug Abuse (NIDA), within the National Institutes of Health (NIH).

Duties and Responsibilities

• Prepare and coordinate administrative documentation (e.g., travel, correspondence, reports, forms).


• Support daily office operations, workflow coordination, and timekeeping.


• Produce and manage documents and communications.


• Prepare and process personnel actions (e.g., onboarding, promotions, separations).


• Ensure completeness, accuracy, and compliance of personnel documentation.


• Track HR activities and advise staff on applicable policies.


• Coordinate meetings, events, and logistics (including virtual platforms).


• Prepare agendas, materials, and meeting minutes.


• Maintain communication products (e.g., websites, newsletters).


• Maintain SOPs and guidance documents.


• Provide guidance on administrative policies.


• Serve as liaison across program and administrative offices.


• Maintain databases, tracking systems, and records.


• Ensure proper documentation, filing, and retrieval.


• Generate reports and analytical summaries.


• Process procurement requests and track orders (e.g., POTS).


• Maintain inventory and property records.


• Support special projects and initiatives.


• Conduct research and prepare reports and presentations.


• Assist with strategic planning activities.


• Analyze workflows and recommend improvements.


• Identify inefficiencies and propose solutions.


• Support IRPAC and ACUC activities, including documentation and coordination.


• Participate in required committee functions in accordance with regulations.

Qualifications

Basic Qualifications

• Bachelor's Degree required


• 10 or more years experience providing administrative/program support

Preferred Qualifications

• Experience providing administrative support to scientists in an intramural biomedical research environment.


• Experience providing direct support to facility operations by tracking, assigning, and billing parking resources for a biomedical research organization, including permanent and visitor parking.


• Experience supporting Federal agencies through the renewal of certificates on individually issued Personal Identity Verification (PIV) cards for intramural research program staff.


• Experience assisting the Office of Medical Services (OMS) by coordinating logistics for nursing staff organizing essential staff-safety events, including, for example, annual flu clinics or other staff-support events.


• Experience conducting ordering and procurement of essential supplies and services necessary to maintain a cutting-edge basic science program in the biomedical sciences.


• Extensive experience providing administrative support in an intramural research environment, ensuring efficient day-to-day operations across multiple functional areas.


• Experience performing a wide range of critical and often sensitive administrative duties in support of an intramural biomedical research environment.


• Experience supporting NIH staff members through reliable administrative, operational, and programmatic assistance.


• Experience onboarding and orienting trainees, helping to facilitate successful integration into the research environment and adherence to institutional processes and procedures.


• Experience preparing Official Government Travel orders.


• Experience managing a high volume of procurement actions in support of a biomedical research mission.


• Ability to multi-task and pay close attention to detail.


• Excellent analytical, organizational and time management skills.


• Strong communication skills, both oral and written.

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualified applicants will receive consideration for employment without regard to race, color, religion