Operations Coordinator NCCIH NIH

Job Description

Cape Fox Facilities Services is seeking an Operations Coordinator to join our team in Bethesda, MD in support of the NIH.

Responsibilities:

• Provide expertise needed to coordinate, improve and oversee the overall functioning of the office.
• Coordinate conferences, workshops, seminars, meetings and conference calls; contact participants and notify them of topics to be discussed; schedule room and audio-visual reservations; prepare agendas, handouts and background materials; prepare and distribute meeting minutes.
• Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.
• Develop, maintain and update spreadsheets for personnel, budget and travel actions; develop budget proposals; monitor expenditures; create summaries and reports based on information.
• Prepare and process domestic, foreign and sponsored travel requests, leave authorizations and vouchers; ensure compliance with Federal regulations; input and track travel information.
• Conduct data entry; generate reports and letters.
• Coordinate the preparation of professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, training requests, individual/mass mailings, correspondence, reports and various forms.
• Stay abreast of and implement current regulations, policies and procedures; update staff on relevant information.
• Research and propose new administrative procedures.

• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
• Review and summarize the content of incoming materials, specially gathered information, or meetings; coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Update and develop content for web sites and monitor for accuracy of information; provide intranet updates and changes.
• Work with staff on the creation and preparation of slides and presentations.
• Plan and complete various special projects.
• Coordinate the training of personnel; train administrative personnel.
• Update/maintain complex shared calendars.
• Schedule and maintain tracking system for all activities.
• Oversee inventory of office supplies; prepare and process purchase requests and maintenance agreements.
• Provide support with timekeeping duties.

Travel Requirements

0 - 10%

Salary Grade

Job Requirements

• Bachelor's degree in a related discipline; four years of specialized experience plus a high school diploma is equivalent to a Bachelor's degree.
• Minimum of nine (9) years of experience in a related field.
• Knowledge of NIH systems, including NIH Business System, GELCO Travel System, and procurement system.
• Familiarity with NIH procedures and policies.
• Expertise with Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint).
• Ability to conduct information searches using computer databases.
• Strong communication skills, both oral and written.
• Facility with transcription.
• Excellent analytical, organizational and time management skills.
• Ability to multi-task efficiently and pay close attention to detail.
• Ability to learn and adapt to ever-changing scenarios.

Cape Fox Corporation, its subsidiaries and affiliates provide equal employment opportunities to all persons and prohibit employment decisions on the basis of race, religion, color, creed, national origin, sex, age, disability, political affiliation, protected veteran status, or sexual orientation. Cape Fox Corporation, its subsidiaries and affiliates offer preference to Cape Fox Corporation shareholders, descendants and other Native Americans pursuant to Public Law 100-241.

Category

Other

Location

NIH - Bethesda, MD - Bethesda, MD 20892 US (Primary)

Education

Bachelor's Degree