Job Family :Administrative Services (Digital)Travel Required :NoneClearance Required :Ability to Obtain Public TrustWhat You Will Do :We are currently searching for an Operations Coordinator. This position will independently provide support services to satisfy the overall operational objectives of the NCI/ITEB. This is a full-time opportunity located in Rockville, MD.
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.
Work with staff on internal operating budget establishment; monitor obligations and commitments; advise senior staff on spending and track spending pattern and needs for internal tracking.
Acts as point of contact with management and administrative, budget and property management staff.
Work with staff to justify the annual administrative budget, which includes monies for equipment, supplies, services, publications, magazines, training costs, and any projected personnel.
Develop, maintain, and utilize various administrative databases.
Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow.
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, and terminations.
Organize and coordinate the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions, and separations.
Enter requests for office supplies using POTS.
Process and track order requests using government systems i.e., POTS on behalf of branch staff.
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.
Develop, update, and maintain manuscript clearance system and manuscript bibliography database.
Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
Develop Statements of Work (SOWs), performing market research and working with program staff on administrative
functions, including invoice tracking and contractor billing issues.
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.
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.
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.
Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
Explain HHS and NIH property policies, procedures, and regulations in relation to the acquisition of accountable property items.
Set up and format spreadsheets to analyze information.
Develop, maintain, and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.
Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas.
Develops, maintains, and updates documentation, databases and spreadsheets for personnel, budget, and travel actions.
Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property
System to support property management activities.
Maintain office records including office procurements and reimbursement procedures.
Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
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 branch staff.
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.
Coordinate staff responses to data calls from the Office of the Director.
Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.
What You Will Need :
Bachelor’s degree
At least five (5) years of experience in General Business
Expense reconciliation
Project management/planning.
Procurements and purchasing including maintaining documentation.
Meeting coordination and Travel planning
Assist with budget and travel administration in the Branch.
Excel
PowerPoint
MS Office
SharePoint
What Would Be Nice To Have :
Experience in a Medical or Clinical setting.
Knowledge of organizational travel and purchasing systems.
#SOAR#LI-FG1What 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 GuidehouseGuidehouse 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.
Full-time