Operations Coordinator

at  LMR Technical Group

LMR Technical Group (LMR) is seeking an Operations Coordinator.
Location: Rockville, MD. Teleworking eligible.

JOB DESCRIPTION:

The Operations Coordinator will independently provide support services to satisfy the overall operational objectives of the NCI/DCTD.

BASIC QUALIFICATIONS:

• Bachelor’s degree in biology, life sciences or a related discipline.
• Minimum of six (6) years of related experience.
• Excellent analytical, organizational and time management skills.
• Strong verbal and written communication skills including Social Media.
• Knowledge of the Federal Travel Regulation.
• Previous experience with meeting coordination and travel planning.
• Experience with SharePoint, MS Office, Concur, and WebEx software.
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

PREFERRED QUALIFICATIONS:

• Prior experience working with the National Institute of Health (NIH).
• 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.

• 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.
• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• 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 remoteconnection 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 otheractivities including performance management documents, awards, committee memberships, etc.
• 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.
• 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 allmaintenance contracts for office equipment.
• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officialsand administrative offices.
• Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and generalinformation.
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communicationsamong staff to facilitate the efficient flow of information relating to projects and program activities.
• Provides guidance to staff on Federal guidelines and procedures.
• Provide information to program staff on policies and procedures for government travelers and invited guests.
• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIHProperty Management Policies.
• Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staffand 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.
• 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 projectmanagement.
• 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 budgetproposals; 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.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assignedoffice.
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements andreimbursement procedures.
• Enter requests for office supplies using POTS.
• 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.
• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase andprocurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of allrequests.
• 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.
• Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters andreports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.
• Coordinate all administrative aspects of special projects.
• Researches and proposes new administrative procedures.
• Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring ofcontent and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations ormanagement to achieve greater economy and efficiency.
• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identifyexisting problems and inefficiency; develop recommended solutions.
• Obtain information and data; review and summarize materials and data.
• Gather and coordinate information for review; conduct data entry and file maintenance;edit or prepare text, data and charts.
• Maintain updated listserv for use by DTP for electronic mailings.
• Prepare a variety of documents to include, but not limited to, letters, memoranda, reports,schedules, agendas, manuscripts, abstracts, graphs, etc.; obtain clearances as needed.
• Work with staff on preparing material for use in reports, presentations and speeches;make all arrangements for presentations.
• Work with staff on the coordination the planning of scientific meetings, includingcommunications with distinguished lecturers, invited guests and participants, registrationand meeting logistics.
• Schedule and organize meetings; work with staff to identify key issues that must beaddressed at the meetings: develop an agenda; identify, assess, draft, edit, revise, andassemble necessary background materials.
• Review and process requests for necessary systems, such as GovTrip, POTS, NIHITSNED and ITAS.
• Maintain staff calendar; make appointments; arrange for attendance at conferences andmeetings.
• Plan, coordinate and handle logistics for DTP’s domestic and international travel including outside activities and sponsored travel.
• Coordinate, plan, prepare and edit documents for submission related to the Office of theDirector.
• Coordinate scientific publications for submission.
• Maintain databases for tracking, analyzing and reporting of all activities includingprofessional activities, travel and project management.
• Follow up on all assigned projects and correspondence to ensure that timely completionof tasks and deadlines is met.
• Coordinate signature and review for a variety of time-sensitive confidential documentssuch as grant proposals, professional licensure reimbursement requests and memorandaof understanding; receive and process action items submitted for response.
• Deliverables
• Work products and documents related to planning of scientific meetings, includingcommunications with distinguished lecturers, invited guests and participants, registrationand meeting logistics; schedule and organize meetings. Ad-Hoc
• Work products and documents related to reviewing and processing requests for necessarysystems; maintain staff calendar; make appointments; plan, coordinate and handlelogistics for domestic and international travel. Ad-Hoc
• Work products and documents related to documents for submission; coordinate scientificpublications for submission; maintain databases for tracking, analyzing and reporting ofall activities. Ad-Hoc
• Work products and documents related to coordinating signature and review fordocuments; obtain information and data; review and summarize materials and data;gather and coordinate information for review; conduct data entry and file maintenance;edit or prepare text, data and charts. Ad-Hoc
• Work products and documents related to maintaining updated listserv for use by DTPfor electronic mailings; prepare a variety of documents; prepare material for use inreports, presentations and speeches; make all arrangements for presentations. - Ad-Hoc
• Other related duties as assigned