Operations Coordinator

Statement of Need

Under this Scientific, Operations and Administrative Resources (SOAR) Task Order, the Contractor(s) shall provide Operations Coordinator I in support of the overall functions of the Office of the Scientific Director, NIA Intramural Research Program.

Technical Requirements

• 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.
• 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.
• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.
• 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 provided 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.
• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
• Acts as point of contact with management and administrative, budget and property management staff.
• Develop, maintain and utilize various administrative databases.
• 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.
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Provide information to staff on policies and procedures for government travelers and invited guests.
• Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items.
• 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.
• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
• Set up and format spreadsheets to analyze information.
• Maintain tracking systems; use records management systems to ensure proper filing, accountability, storage and retrieval of files.
• Assemble and summarize data, background information and other materials from source materials or automated systems.
• Develop, maintain and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow-through.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas.
• Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
• Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.
• Prepares inventory and purchase requests and assists with property management.
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
• Enter requests for office supplies using POTS.
• 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.
• Manage office records and spreadsheets including office procurements, reimbursements, and property.
• Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.
• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.
• Coordinates with management on special projects.
• Coordinate staff responses to data calls from the Office of the Director.
• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economies and efficiency.
• Prepare materials for incorporation into workflow and operational analyses, cost studies and/or equipment utilization.
• 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.
• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
• Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
• Researchers and propose new administrative procedures.
• Gather and analyze information about processes and programs.
• Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.

Other Requirements

• This requirement is for one (1) Full-Time employee.
• Work will be performed during normal business hours, Monday–Friday, excluding Federal holidays.
• Flexible work schedule.
• Work location is Baltimore, MD. Telework may be authorized if approved by the Task Leader, COR, and the Contracting Officer.

Specific Qualifications

All support positions require a minimum of a B.A. or B.S. degree and/or the education, skills and relevant years of experience.

Deliverables and Reporting Requirements

• Meet weekly with lab members to present updates, and provide reports as needed