Operations Coordinator - Bethesda, United States - PriceSenz

Description

Job Description

Location: IC: NIMH Street: 6001 Executive Blvd. Bldg: NSC Room:7103 City: Rockville State & Zip: MD 20892

Weekly Hours - FT: 30-40 hours per week

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).

Min Education: Bachelor's

Resume Max Pages: 15

Certifications & Licenses

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

Skills (Ranked By Priority)

1. Meeting minutes/summary reports
2. Meeting coordination
3. Expense reconciliation, project management/planning, timekeeping, fellowship program management
4. Social Media, knowledge of the Federal Travel Regulation
5. Project management, website content management
6. Executive level support
7. Outreach Activities
8. Travel planning

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

Software

• MS Office

Field of Study

• Business Management and Administration

Statement of Work Details

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 high-level 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.

Other

• Independently facilitate and coordinate all aspects of calendars, ethics approvals,purchase request processing, logistics, correspondence, and special projects in the Officeof the Division Director 1
• Handle all aspects of travel planning and processing for domestic, international,sponsored, and local travel, including scheduling, reimbursements, vouchers, andlast-minute changes 2
• Schedule and provide logistical support for meetings, retreats, videoconferencingsupport; arrange travel, lodging, logistics, and interview schedule for candidates for newpositions 3
• Plan agendas and arrange all logistics for meetings with Division senior leadership andscientific staff 4
• Prepare executive briefing documents, as requested by Division senior leadership 5
• Proactively engage in long-term strategic planning for future needs in support of Division leadership
• Coordinate time, space, and financial resources of the Division
• Facilitate orientation and on-boarding of new Division staff; initiate training of new administrative staff in systems and processes
• Communicate directly and effectively with the leadership, Program Officers and SeniorNIHNIMH officials, including the NIMH Office of the Director

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 scheduling and providing logistical support for meetings, retreats, videoconferencing support; arranging travel, lodging, logistics, and interview schedule for candidates for new positions.

Ad-Hoc

Work products and documents related to engaging in long-term strategic planning for future needs; coordinating time, space, and financial resources of the Division; facilitating orientation and on-boarding 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