Operations Coordinator

To provide services and deliverables through performance of support services. Position is responsible for coordinating day-to-day office operations, updating
and maintaining NIAID senior executive and other senior leadership calendar(s) and schedule(s), coordinating meeting logistics, managing correspondence, coordinating travel arrangements, procuring requested services and supplies, preparing materials, developing and updating content, coordinating and managing special projects, and performing other administrative tasks such as
timekeeping and property management.

• 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. - 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
• 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
• 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

• 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. - 1
• Independently make daily administrative and operational decisions, and ensure senior leadership is informed of all relevant matters. - 2
• Assess the urgency of situations, determine priorities and appropriate actions. - 3
• Research and resolve problems or questions referred by staff, visitors, and/or external contacts as needed or requested by senior
  leadership or relevant stakeholders. - 4
• 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.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms.

• 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 and provide information requested; maintain status of projects; follow up on actions through contact with office staff and
  stakeholders.
• Schedule, manage and attend office meetings as requested.
• Manage, monitor, and coordinate calendar(s).
• Confirm details and scheduling requirements.
• Alert assigned/delegated party of key future appointments and conflicts, rescheduling as
  appropriate.
• Coordinate in-person and virtual meeting planning and logistical arrangements, including room, audiovisual reservations, and remote
  participation.
• Prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute
  meeting minutes.
• Draft emails on behalf of senior leadership.
• Ensure acceptable, pre-established formats are followed, as appropriate, and that relevant
  stakeholders are copied on all emails.
• Screen, review, prioritize, respond, and/or forward incoming calls, mail and emails.
• Refer to appropriate staff for action or guidance.
• Follow transactions through to completion.
• Train new/incoming administrative staff.
• Acts as point of contact with management and administrative, budget and property management staff.
• 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.
• Support staff as requested as it relates to on-boarding, procurement, travel, timekeeping, and property.
• Provide back-up coverage for administrative staff.
• Utilize various administrative databases.
• Serve as the point of contact for maintenance contracts for office equipment.
• Provides guidance to staff on Federal guidelines and procedures.
• Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
• Serve as liaison between NIAID senior executives and division staff; communicate policies, protocols, regulations, guidelines and
  general information.
• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
• Prepare and maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• Develop, maintain and update documentation, databases and spreadsheets for personnel, budget, travel and other administrative actions.
• Prepares inventory and purchase requests and assists with property management.
• 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.
• Coordinate and process equipment and office supply order requests
• Coordinates with management on special projects.
• 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.
• Compile data and develop reports and presentations.

• Researchers and proposes new administrative procedures.

• Assist with and maintain SharePoint/Teams 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.

• Business Management and Administration

Software

• MS Office - Concur - Outlook

Skills

• Strong Organizational and Management Skills
• Executive level support
• Meeting coordination
• Travel planning
• Scheduling