Operations Coordinator
(ID: 2024-7408)
Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).
Axle is seeking a Operations Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Cancer Institute (NCI) located in Rockville, MD.
Benefits We Offer:
- 100% Medical, Dental & Vision Coverage for Employees
- Paid Time Off and Paid Holidays
- 401K match up to 5%
- Educational Benefits for Career Growth
- Employee Referral Bonus
- Flexible Spending Accounts:
- Healthcare (FSA)
- Parking Reimbursement Account (PRK)
- Dependent Care Assistant Program (DCAP)
- Transportation Reimbursement Account (TRN)
Overall Position Summary and Objectives
A professional and proactive member of our team who will manage with the Division Director's email and calendar, draft documents and emails, organize files, and support the staff in the Office of the Director.
Work Details:
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Manages the calendar of the Director and informs of any potential problem areas requiring Director’s attention. This includes proactively adjusting meeting conflicts managing his time, scheduling conference rooms if needed, coordinating logistical arrangements, including room and audiovisual reservations, Teams/WebEx, and other remote connection arrangements. Independently identify potential conflicts and solutions in a timely manner. 1
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Manages the email of the Director and triages correspondences to the Associate Directors as needed. This includes writing emails and coordinating response on behalf of the Director. 2
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Proactively engages and creates draft documents and emails for the Director. This includes understanding and identifying appropriate level details and who and when to share information to ensure activities within the office occur in a smooth and efficient manner. 3
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Ensures that all necessary documentation is prepared and that signatures, approvals, clearances are obtained. Organizes files regularly such as updating the CV for the Director, shares/uploads files as needed, and understands where files are to be able to respond to Director’s inquires in real time. 4
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Works independently with limited supervision to successfully plan, organize, and implement support activities. 5
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Provides support for various procurement and administrative tasks.
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Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
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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.
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Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
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Performs administrative and coordination tasks in support of multiple senior staff members and others in the Office of the Director.
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Acts as point of contact with management and administrative, budget and property management staff.
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Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information.
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Provides guidance to staff on Federal guidelines and procedures.
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Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
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Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
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Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
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Prepares inventory and purchase requests and assists with property management.
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Enter requests for office supplies using POTS.
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Coordinates with management on special projects.
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Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
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Researchers and proposes new administrative procedures.
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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.
1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked
Minimum Education
Bachelor
Additional Qualifications:
Field of Study
- Less Than a Bachelor's Degree
Software
- SharePoint
- MS Office
- Teams
- Zoom
- WebEx
Skills
- Project management, website content management
- Meeting minutes/ summary reports
- Executive level support
- Meeting coordination
- Outreach Activities
- Travel planning
- Calendaring
- Scheduling
Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.
The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.
Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com
This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location.
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Salary Range
$48,000 - $57,000 USD
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