Operations Coordinator

LMR Technical Group (LMR) is seeking an Operations Coordinator.

Location: Bethesda, MD. Teleworking eligible.

Job Description:

The Operations Coordinator will support the administrative operations of the National Institutes of Health Ethics Office.

Duties and Responsibilities:

• Provides support for various procurement and administrative tasks.
  • Prepare forms and review for accuracy and completeness.
  • Compile data reports, track and monitor status of work to meet program goals, and provide recommendations to management to enhance efficiency.
  • Route documents for signature.
  • Perform data entry in electronic systems, maintain tracking systems and files, and triage assignments.
  • Communicate with employees regarding their requirements and procedures, orally and in writing.
  • 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.
  • 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.
  • 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 work flow 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.
  • 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.
  • 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.
• Other related duties as assigned.

Basic Qualifications:

• Bachelor's degree in general business.
• Minimum of 5 -7 years of related experience including experience in a medical or clinical setting.
• Proficiency with MS Office Suite.
• Strong organizational and time management skills, attention to detail, analytical/critical thinking skills, written and oral communication skills, time management and prioritization skills, and data analysis skills required.
• Knowledge of organizational travel and purchasing systems.
• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future.

Preferred Qualifications:

• Prior experience working with the National Institute of Health (NIH).
  

*This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required by this position.  

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Expected Salary Range: $70,000 - $90,000 annually. Salary will be based on related experience, education and skills.

LMR's Benefits Plan Includes:

• Medical, Dental, and Vision Insurance
• Life and Disability Insurance
• 401(k)
• Paid Time Off
• Paid Holidays
• Employee Assistance Program

About LMR:

LMR is a service-disabled veteran-owned small business that supports technology development and provides comprehensive joint warfighter training by leveraging the skills, experience, and knowledge of its personnel.  Our team consists of personnel with diverse backgrounds.

LMR is an equal opportunity organization. We recruit, employ, train, compensate, and promote without regard to race, religion, color, national origin, age, gender, sexual orientation, gender identity, marital status, disability, protected veteran status, or any other basis protected by applicable federal, state or local law.

LMR will not discriminate against persons because of their disability, including disabled veterans, and will make reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities. If you are interested in applying and require special assistance or accommodations due to a disability, please contact our Human Resources department at hr@lmrtec.com.

EEOC Know Your Rights

Pay Transparency Poster

E-Verify Participation Poster

Right to Work Poster

Employee Polygraph Protection Act

FMLA

Salary : $70,000 - $90,000