Operations Coordinator

Bethesda, MD, United States

Preferred Solutions Group (PSG) is a woman owned business based in Washington, DC that is uniquely qualified to serve small businesses and corporations alike as they seek to address shifting personnel needs in an ever changing environment. An established part of the Washington, DC community, PSG has maintained effective and successful relationships with a diverse group of companies and federal agencies since its founding in 1987.

We are currently looking for an experienced Operations Coordinator.

Position Description:

Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the National Institute on Minority Health and Health Disparities. The primary objective is to provide services and deliverables through performance of support services.

Education Bachelor’s

Additional Qualifications Certifications & Licenses

• Minimum of ten (10) years of related experience.

• NIH experience is preferred

• Preferred Candidates - 5 years of NIH experience

Skills

• Knowledge of NIH procurement, purchasing and administrative systems.

• Project management, website content management

• Meeting minutes/summary reports

• Meeting coordination

• Travel planning

• Data analysis

• Calendaring

• Scheduling

• Expense reconciliation, project management/planning, timekeeping, fellowship program management

• Social Media, knowledge of the Federal Travel Regulation

• Executive level support

• Outreach Activities

Field of Study

• Operations Logistics and E-Commerce

• Business Management and Administration

• General Business

• Hospitality Management

• Human Resources and Personnel Management

• Miscellaneous Business Medical Administration

• Humanities Software

• SharePoint

• MS Office

• Concur

• WebEx

• ITAS

• PowerPoint

• Procurement Online Track System (POTS)

•Provides support for various procurement and administrative tasks.

• 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.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.

• Provide administrative, procedural, and informational resource support; work with staff to coordinate program workflow.

• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.

• 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 management documents, awards, committee memberships, etc.

• Research information requested and provide 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 gathering, communication, etc.

• Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.

• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

• Work with staff on proofreading, recommending, interpreting, and/or implementing internal Division policies and procedures.

• Work with staff on proofreading, recommending, interpreting, and/or implementing internal Division policies and procedures.

• Update and develop content for web sites and/or SharePoint Site for Division intranet, and other formats of communication, and monitor for currency and accuracy of information.

• Prepare, review, and route various actions for submission to the Division Director and Administrative Officer.

• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for travel, official duty memoranda, training requests, etc.

• Coordinate the printing and conversion of paper documents to electronic files.

• Prepares PowerPoint Presentations to include but not limited to: development of draft presentations, incorporating feedback into presentations, updating existing presentations, reviewing presentations for accuracy.

• Compiles and Reviews various types of memos, documents, and packages Develop, maintain, and utilize various administrative databases.

• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for division programs, policies, and activities.

• Maintain branch file systems for correspondence and projects.

• Confirm that scientific engagements are managed and indicated on leadership’s calendar and that all established meetings are arranged.

• Arrange for staff members to represent organization at conferences and meetings, establish appointment priorities, or reschedule Provide logistic support for IC council.

• Make travel arrangements for IC Council members attending the sessions in person.

• Acts as point of contact with management and administrative, budget and property management staff.

• Develop, maintain, and utilize various administrative databases.

• Develop Statements of Work (SOWs), performing market research and working with program staff on administrative functions, including invoice tracking and contractor billing issues.

• Organize, coordinate, and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.

• Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines, and general information.

• Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations.