Operations Coordinator - NIH

Global Solutions Network Inc; North Bethesda (MD); On-site; USD 89,000 - 94,000; Full time

Benefits offered by this job

PTO and Holidays

401K/Profit Sharing Plan

Flexible Spending Accounts

Pre-tax Parking & Transportation

Job summary

Global Solutions Network, Inc. (GSN) is seeking an Operations Coordinator to support the LHIM program at NIH in Bethesda, MD. This full-time role handles research activity tracking, regulatory compliance, recruitment support, and travel planning for senior staff.

The successful candidate will oversee calendars, develop procedures, prepare reports, and liaise with HR, IT, and finance to ensure smooth operations and accurate salary allocations to grants. NIH familiarity is a plus.

Qualifications

• Bachelor's degree in a related discipline.
• Five (5) years of experience in a related field.
• Experience working in a laboratory setting.
• Expertise with Microsoft Office (Word, Excel, etc.)
• Knowledge of federal regulations and hiring processes

Responsibilities

• Coordinate, improve, and oversee the overall functioning of the LHIM program.
• Schedule and maintain an accurate tracking system for all research and daily activities.
• Research and implement current regulations, policies, and procedures, and update lab staff on relevant information.
• Regularly engage with senior-level leadership and teams to contribute to the overall direction of the laboratory.
• Ensure senior-level management is informed about overall program status, including relevant projects and their potential impact on organizational strategic vision.
• Provide recommendations on the development of procedures and instructions for training and ongoing workflow pertaining to administrative functions.
• Maintain and track schedules and calendars; update databases and spreadsheets.
• Create and maintain reports for senior staff.
• Prepare routine and advanced correspondence, including letters, memoranda, and reports.
• Arrange scientific conferences and meetings, and coordinate with attending professionals.
• Make travel arrangements as needed, including coordination with foreign embassy officials regarding passports and visas, and tracking of defense travel briefings.
• Prepare new appointment and renewal packages for IRTA and Visiting Fellows
• Prepare new appointment and extension packages for Title 42 employees, including Research Fellows and Staff Scientists
• Serve as timekeeper for the lab
• Prepare authorizations and vouchers for travel performed by senior-level management and lab members
• Serve as main point of contact for recruitment and hiring workflow of new staff, in collaboration with Human Resources and relevant program leads
• Work alongside Human Resources and IT to manage staff workspace needs
• Maintain inventory and initiate purchase requests
• Work with program and Finance teams to maintain systems for salary allocations to grants and regularly update the salary allocation tracker
• Maintain fellowship payments, clearances, and publication tracking in accordance with NIH-wide and NIAID policies
• Oversee monthly credit card reconciliation submissions with senior-level management
• Liaise with internal and external organizations to ensure optimal support in research operations, conferences, and lectures

Skills

Experience in administration

Laboratory environment experience

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office (Word, Excel)

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

Bethesda, MD, US

Salary Range: $89,000.00 To $93,500.00 Hourly

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institute of Allergy and Infectious Diseases (NIAID), which is part of theNational Institutes of Health (NIH), . This position provides a competitive salary and comprehensive benefits.

Objectives.

• Coordinate, improve, and oversee the overall functioning of the Laboratory of Host Immunity and Microbiome (LHIM) program
• Maintain accurate tracking of research and daily administrative activities
• Ensure LHIM compliance with current NIH and NIAID regulations, policies, and procedures
• Support effective communication and reporting to senior leadership
• Provide reliable administrative support for personnel actions, travel, and procurement
• Support recruitment, onboarding, and offboarding of laboratory staff

Responsibilities.

• Provide expertise needed to coordinate, improve, and oversee the overall functioning of the program
• Schedule and maintain an accurate tracking system for all research and daily activities
• Research and implement current regulations, policies, and procedures, and update lab staff on relevant information
• Regularly engage with senior-level leadership and teams to contribute to the overall direction of the laboratory
• Ensure senior-level management is informed about overall program status, including relevant projects and their potential impact on organizational strategic vision
• Provide recommendations on the development of procedures and instructions for training and ongoing workflow pertaining to administrative functions
• Maintain and track schedules and calendars; update databases and spreadsheets
• Create and maintain reports for senior staff
• Prepare routine and advanced correspondence, including letters, memoranda, and reports
• Arrange scientific conferences and meetings, and coordinate with attending professionals
• Make travel arrangements as needed, including coordination with foreign embassy officials regarding passports and visas, and tracking of defense travel briefings
• Prepare new appointment and renewal packages for Intramural Research Training Award (IRTA) and Visiting Fellows
• Prepare new appointment and extension packages for Title 42 employees, including Research Fellows and Staff Scientists
• Serve as timekeeper for the lab
• Prepare authorizations and vouchers for travel performed by senior-level management and lab members
• Serve as main point of contact for recruitment and hiring workflow of new staff, in collaboration with Human Resources and relevant program leads
• Work alongside Human Resources and IT to manage staff workspace needs, making adjustments as needed
• Maintain inventory and initiate purchase requests
• Work with program and Finance teams to maintain systems for salary allocations to grants and regularly update the salary allocation tracker
• Maintain fellowship payments, clearances, and publication tracking in accordance with NIH-wide and NIAID policies
• Oversee monthly credit card reconciliation submissions with senior-level management
• Liaise with internal and external organizations to ensure optimal support in research operations, conferences, and lectures

Qualifications.

• Bachelor's degree in a related discipline.
• Five (5) years of experience in a related field
• Experience working in a laboratory setting
• Expertise with Microsoft Office (Word, Excel, etc.)
• Knowledge of federal regulations and hiring processes
• 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.