Operations Coordinator - Axle

This position will independently provide support services to satisfy the overall operational objectives of the NCI/OM.

• Work products and documents related to setting up and formatting spreadsheets; prepare documents; gather and analyze information; coordinate the printing and conversion of paper documents. - Daily
• Inspect Equipment - Daily
• Assemble documentation for Fellowship, travel, and procurement packages - Ad-Hoc
• Work products and documents related to updating and maintaining calendars; coordinate meetings, workshops and courses; schedule conference rooms; maintain office records; track, record and direct manuscripts to reviewers; maintain branch filing systems. - Ad-Hoc
• Work products and documents related to noting commitments and arranging for staff implementation; establish appointment priorities. - Weekly
• Work products and documents related to addressing requests for action or information; summarize incoming materials; coordinate new information; compose correspondence. - Daily

• 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. 1
• Develop, update and maintain manuscript clearance system and manuscript bibliography database. 2
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures. 3
• Serve as liaison for servicing branch equipment. 4

• Provides support for various procurement and administrative tasks.

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

• 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 remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.

• 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.

• 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.

• 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.

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

• Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items.

• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.

• 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.

• 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 assigned office.

• 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.

• 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.

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

• Researchers and proposes new administrative procedures.

• Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.

• 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.

Certifications & Licenses

• Federal Government Travel

Field of Study

• General Business

Software

• SharePoint

• MS Office

• Concur

• WebEx

• POTS

Skills

• Expense reconciliation, project management/planning, timekeeping, fellowship program management

• Maintain and utilize various administrative data bases

• Procurements and purchasing including maintaining documentation

• Meeting coordination

• Travel planning