Operations Coordinator - Axle

To provide services and deliverables through performance of support services.

• Work products and documents related to coordinating the day-to-day office operation, including problem and conflict resolution, organization and prioritization of tasks, and responding to written communications. - Daily
• Ad-Hoc Work products and documents related to gathering and analyzing information about processes and programs; coordinate the preparation of reports, letters, and other documents; develop, maintain and update spreadsheets; design and coordinate systems for communications among staff. - Ad-Hoc
• Ad-Hoc Work products and documents related to arranging for staff implementation of commitments made by executive level during meetings; review outgoing correspondence for executive level's approval; ensure that requests for action or information are relayed to the appropriate staff; review and summarize the content of incoming materials, specially gathered information, or meetings to assist executive level staff. - Ad-Hoc
• Ad-Hoc Work products and documents related to arranging meetings and conference rooms; maintain office records; maintain calendars; update web sites; coordinate the conversion of paper documents to electronic files; assisting with timekeeping tasks. - Ad-Hoc

• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow. 1
• Support program staff as requested as it relates to on-boarding, procurement, travel, timekeeping, and property. 2
• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices. 3

• 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.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.

• 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 provide 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.

• Provide back-up coverage for Administrative staff.

• Train new/incoming Administrative staff.

• 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.

• Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.

• Provides guidance to staff on Federal guidelines and procedures.

• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.

• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.

• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.

• Provide information to program staff on policies and procedures for government travelers and invited guests.

• Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.

• 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.

• Assemble and summarize data, background information and other materials from source materials or automated systems.

• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.

• Prepares inventory and purchase requests and assists with property management.

• Maintain office records including office procurements and reimbursement procedures.

• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.

• 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.

• Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.

• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.

• 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.

• Coordinate all administrative aspects of special projects.

• Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.

• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.

• Researchers and proposes new administrative procedures.

• Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.

• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.

• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions.

Field of Study

• Business Management and Administration

Software

• MS Office

• Concur

Skills

• Strong Organizational and Management Skills

• Executive level support

• Meeting coordination

• Travel planning

• Scheduling