Operations Coordinator

The purpose of this position is to support the administrative operations of the National Institutes of Health Ethics Office.

• Perform data entry in electronic systems, maintain tracking systems and files, and triage assignments. - 1
• Compile data reports, track and monitor status of work to meet program goals and provide recommendations to management to enhance efficiency. - 2
• Communicate with employees regarding their requirements and procedures, orally and in writing. - 3
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization. - 4
• 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. - 5
• Provides support for various procurement and administrative tasks.
• Prepare forms and review for accuracy and completeness.
• Route documents for signature.
• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
• 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.
• 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.
• Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.
• Acts as point of contact with management and administrative, budget and property management staff.
• Answer inquiries and questions pertinent to submissions as well as general information regarding these matters.
• 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.
• Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Provides guidance to staff on Federal guidelines and procedures.
• 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.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• 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.
• Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.
• 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.
• Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files.
• Assemble and summarize data, background information and other materials from source materials or automated systems.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions and separations.
• 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 budget proposals; 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.
• Maintain office records including office procurements and reimbursement procedures.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
• Serve as one of the Property Accountability Officers for accountable property, maintaining required controls and records, and overseeing inventory in accordance with applicable policy and regulations.
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
• 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.
• Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities.
• Manage office records and spreadsheets including office procurements, reimbursements, and property.
• Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.
• 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.
• 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.
• Prepare materials for incorporation into workflow and operational analyses, cost studies and/or equipment utilization.
• 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.
• 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.
• Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
• Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
• Conduct project close out reviews to reflect current processes and identify areas for improvement.
• Researchers and proposes new administrative procedures.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement.
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
• 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.
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
• 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.
• Gather and analyze information about processes and programs.
• Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.

Certifications & Licenses- N/A Field of Study- General Business Software- MS Office Skills- Attention to detail  - Analytical skills / critical thinking  - Written and oral communication  - Time management and prioritization  - Organized   - Data analysis