Job Information
GAP Solutions Inc Operations Coordinator in Bethesda, Maryland
Position Objective: Provide services as an Operations Coordinator in support of the overall functions of the National Institute of Mental Health (NIMH) within the National Institutes of Health (NIH).
Duties and Responsibilities:
Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
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
Provide information to program staff on policies and procedures for government travelers and invited guests.
Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions and separations.
Enter requests for office supplies using POTS.
Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals.
Gather and analyze information about processes and programs.
Work with staff to manage resources as they relate to ongoing contracts for the NIMH Intramural program 3.
Gather, analyze and prepare justifications for administrative requests; input requests into NIH databases.
Develop, maintain and utilize various databases.
Update and develop content for web sites and monitor for currency and accuracy of information.
Update/maintain shared calendars; manage all appointments, commitments and invitations for clinical staff.
Schedule workshops and other conferences on behalf of research staff.
Ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency actions or information.
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.
Serve as Requisitioner-Internal and –External in NBS Acquisition and as a Requestor in the POTS system.
Inventory supplies and equipment; prepare and submit training, supply, equipment, service and advertisement orders; coordinate with vendors to obtain quotes and ensure receipt of items.
Maintain office records including office procurements and reimbursement procedures.
Coordinate the preparation of a variety of documents on behalf of program staff such as travel requests, 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.
Read outgoing correspondence for executive level’s approval and alert writers to any conflict with the file or departure from policies or executive level’s viewpoints; make recommendations to resolve problems that might arise
Orient new personnel to the laboratory and administrative databases and computer systems
Serve as custodian of personal property for assigned areas; maintain records of accountability; monitor property inventory; assist with arranging for disposal of excess property
Serve as liaison between NIMH research staff and NIMH administrative staff.
Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
Coordinate special projects.
Develop and maintain spreadsheets for tracking and analyzing information; monitor and verify accuracy of data; research and analyze records; identify and correct discrepancies 1
Prepare reports to include monthly expenditures, forecasts and staffing allocations 2.
Work products and documents related to developing and maintaining spreadsheets for tracking and analyzing information; verify and analyze data; identify and correct discrepancies; prepare monthly reports; work with staff to manage resources; prepare justifications. - Ad-Hoc
Work products and documents related to updating and developing content for web sites; update and maintain shared calendars; manage appointments; schedule workshops and conferences. - Ad-Hoc
Work products and documents related to relaying information to staff; summarize the content of incoming materials, specially gathered information or meetings; coordinate the new information with background office sources. - Ad-Hoc
Work products and documents related to inventory of supplies and equipment; prepare and submit travel, training, professional service, supply, equipment, service and advertisement orders; maintain office records. - Ad-Hoc
Work products and documents related to orienting new personnel; serve as custodian of personal property; maintain records of accountability; monitor property inventory; assist with arranging for disposal of excess property; coordinate special projects. - Ad-Hoc
Basic Qualifications:
Bachelor’s degree in a related discipline and nine years experience
Experience with program and protocol management, and budget tracking
Minimum Qualifications:
Ability to multi-task and pay close attention to detail
Excellent analytical, organizational and time management skills
Strong communication skills, both oral and written
*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
GAP Solutions provides reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to apply for a job us at recruiting@gapsi.com . You will need to reference the requisition number of the position in which you are interested. Your message will be routed to the appropriate recruiter who will assist you. Please note, this email address is only to be used for those individuals who need an accommodation to apply for a job. Emails for any other reason or those that do not include a requisition number will not be returned.
GAP Solutions is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to their race, ethnicity, ancestry, color, sex, religion, creed, age, national origin, citizenship status, disability, medical condition, military and veteran status, marital status, sexual orientation or perceived sexual orientation, gender, gender identity, and gender expression, familial status, political affiliation, genetic information, or any other legally protected status or characteristics.
Requisition ID: 7076