Office Operations Coordinator
Job opening ID
Office Operations Coordinator
Office Operations Coordinator
Roles and responsibilities
Must be a US Citizen
Some travel may be required
Columbus Technologies and Services Inc. is a strategic supplier and business partner to the federal government and its key suppliers. Through our partnership with the National Institutes of Health, Columbus offers administrative, IT, engineering, scientific, and healthcare professionals the opportunity to work with one of the most prestigious research organizations in the world. We are currently seeking Fellowship Program Analyst to work onsite with the National Institutes of Health in Bethesda, MD.
This is a long-term contract position which offers:
- Competitive salary
- Tremendous growth opportunity
- Opportunity to work at NIH, the world's foremost medical research center
- Learn more about what Columbus can do for you at www.columbususa.com
•Coordinate the day-to-day office operation for fellows, interns and office staff, including, but not limited to, problem and conflict resolution, organization and prioritization of tasks; respond to written communications.
•Serve as the Inter-Institute Endocrinology Training Program (IETP) NICHD Program Coordinator (PC); direct all administrative aspects of training for the program for NICHD fellows and cooperating institutes at NIH, including the Clinical Center.
•Serve as the primary resource for fellows and faculty for all aspects of the IETP program in conjunction with the Associate Program Director (APD) and NIDDK counterparts (Program Director and Program Coordinator), and clinical training and activities within the NICHD and NIDDK programs.
•Independently and in coordination with the NIDDK PC, manage all aspects of the yearly recruitment cycle for the IETP, including advertising via websites, national publications, and via national medical student and resident associations.
•Receive position applications; record pertinent applicant information; set up applicant files; prepare official correspondence to applicants and universities; prepare notification letters to applicants.
•Establish and manage web-based evaluation system for all fellows.
•Manage all recruitment and outside referrals, maintaining a database, scheduling and protocol consent for the training protocol.
•Create and edit program information, including written pamphlets and website postings; create and edit application forms and/or communicate with organizations responsible for processing applications (Electronic Residency Application Service).
•Collaborate with staff to write, edit and prepare for distribution all orientation materials; ensure that each incoming trainee has met all the requirements to begin clinical and educational activities within the fellowship program.
•Prepare and process all documents required for initiation of employment and clinical activities for new program trainees’ rotation to the program from other NIH institutes and/or outside institutions, including NICHD and NIDDK fellows.
•Orient interns, fellows and other site staff on policy regarding general administrative procedures; assist them on use of administrative systems.
•Input new employee records and update existing records in the NED system.
•For new employees, create Entrance on Duty (EOD) checklist; enter information in the NED system; prepare personnel appointment packages; schedule fingerprint appointments.
•Prepare and distribute didactic, rotation and on-call schedules to program trainees; ensure that each service has appropriate clinical coverage and that each trainee’s educational objectives and requirements, as defined by the ACGME, are met.
•Schedule patient tests and visits that relate to the teaching protocol (or other protocols that directly involve the training of endocrine fellows); schedule tests and visits for NICHD and NIDDK faculty who are AIs on the teaching protocol.
•Design, administer and coordinate all aspects of the evaluation process for the fellowship program, including evaluation of fellows, evaluation of faculty, evaluation of rotations at outside institutions, and evaluation of the program for all fellows.
•Facilitate communication, scheduling and administration of post-interview surveys between all applicants and NICHD, NIDDK, NIDCR faculty; serve as the POC during the application cycle for the applicants and NICHD and NIDDK faculties.
•Organize and support all fellowship program meetings, faculty meetings, and meetings with and for fellows; prepare all minutes and other ACMGE-required documents serving as records and action plans resulting from program-related meetings.
•Independently research and inform the PD/APD, the faculty and the fellows about all changes in policies and procedures impacting fellowship training and education within the specialty.
•Direct all interactions and ensure compliance with the external organizations that accredit and regulate clinical training and specialty/sub-specialty certification, including the Accreditation Council on Graduate Medical Education (ACGME)-accredited Endocrinology Program and American Board of Internal Medicine (ABIM).
•Design action plans and/or written documents (letters, memos, reports) to respond to changes in ACGME, NIH Institutional, or program policies and/or procedures as required; ensure that affiliate institutions make required changes in policies and procedures to remain in compliance with training program’s regulations and its educational goals and objectives.
•Prepare promotional materials for meeting exhibits and presentations, special and other events; assemble material for workshops, retreats and courses.
•Serve as technical audio-visual expert for division events, including seminars and workshops, including sessions for NICVHD and NIDDK faculty.
•Process Professional Service Contracts (PSCs) or government travel orders for invited speakers; coordinate all aspects of handling this tasks from scheduling to payments.
•Use an electronic travel system to coordinate and prepare travel authorizations and vouchers for all fellows, office staff and meeting guests.
•Work with staff to collect data and provide summaries for use by fellows, student interns and senior level staff in making decisions for analysis or for other executive use.
•Update and maintain calendars for Framingham Senior Director staff; schedule appointments; arrange meetings; schedule conference rooms, AV equipment and refreshments; communicate with speakers
•Facilitate, coordinate and attend regularly occurring IETP training events.
•Bachelor’s degree in a related discipline.
•Minimum of three (3) years of related experience.
•Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint).
•Strong communications skills, both oral and written.
•Excellent analytical, organizational and time management skills.
•Ability to multi-task and pay close attention to detail.
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