Operations Coordinator - Rockville, United States - Axle

Axle
Axle
Verified Company
Rockville, United States

1 week ago

Mark Lane

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Mark Lane

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Description
(ID:


Axle is seeking a
_Operations Coordinator _to join our vibrant team at the National Institutes of Health (NIH) supporting the
National Institute of Mental Health (NIMH) located in Rockville, MD.

Benefits We Offer:


  • 100% Medical, Dental & Vision Coverage for Employees
  • Paid Time Off and Paid Holidays
  • 401K match up to 5%
  • Educational Benefits for Career Growth
  • Employee Referral Bonus
  • Flexible Spending Accounts:
  • Healthcare (FSA)
  • Parking Reimbursement Account (PRK)
  • Dependent Care Assistant Program (DCAP)
  • Transportation Reimbursement Account (TRN)

Overall Position Summary and Objectives The position will independently provide support services to satisfy the overall operational objectives of the National Institute of Mental Health (NIMH).


Deliverables:


  • Work products and documents related to preparing executive briefing documents; facilitating and coordinating all aspects of travel planning; calendars, ethics approvals, purchase requests, logistics, correspondence, and special projects.
  • Ad-Hoc
  • Work products and documents related to handling all aspects of travel planning and processing for domestic, international, sponsored, and local travel, including scheduling, reimbursements, and vouchers.
  • Ad-Hoc
  • Work products and documents related to engaging in longterm strategic planning for future needs; coordinating time, space, and financial resources of the Division; facilitating orientation and onboarding of new staff; initiating training of new administrative staff in systems and processes.
  • Ad-Hoc
  • Work products and documents related to communicating with staff; planning agendas and arranging all logistics for meetings with Division senior leadership and scientific staff.
  • Ad-Hoc

Work Details:


  • Independently facilitate and coordinate all aspects of calendars, ethics approvals, purchase request processing, logistics, correspondence, and special projects in the Office of the Division Director
    1:
  • Handle all aspects of travel planning and processing for domestic, international, sponsored, and local travel, including scheduling, reimbursements, vouchers, and last-minute changes
    2:
  • Plan agendas and arrange all logistics for meetings with Division senior leadership and scientific staff
    4:
  • Prepare executive briefing documents, as requested by Division senior leadership
    5:
  • Provides support for various procurement and administrative tasks.
  • Coordinate meetings, workshops and courses for staff; schedule conference rooms.
  • Acts as point of contact with management and administrative, budget and property management staff.
  • Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
  • Provides guidance to staff on Federal guidelines and procedures.
  • Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of highlevel programs.
  • Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
  • Develop, maintain and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.
  • Prepares inventory and purchase requests and assists with property management.
  • Enter requests for office supplies using POTS.
  • Coordinates with management on special projects.
  • 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.
  • Researchers and proposes new administrative procedures.
  • Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
  • Proactively engage in longterm strategic planning for future needs in support of Division leadership
  • Coordinate time, space, and financial resources of the Division
  • Facilitate orientation and onboarding of new Division staff; initiate training of new administrative staff in systems and processes
  • Communicate directly and effectively with the leadership, Program Officers and Senior NIH NIMH officials, including the NIMH Office of the Director

1, 2, 3, 4, 5_ represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked_


Minimum Education
Bachelor


Additional Qualifications:


Certifications & Licenses

  • Bachelor's degree in related field and ten years experience

Field of Study

  • Business Management and Administration

Software

  • MS Office

Skills

  • Meeting minutes/summary reports
  • Meeting coordination
  • Expense reconciliation, project management/planning, timekeeping, fellowship program management
  • Social Media, knowledge of the Federal Travel Regulation
  • Project management,
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