Operations Coordinator

Job opening ID

Posting title
Operations Coordinator

Roles and responsibilities
Must be a US Citizen
Travel required
Offer contingent on ability to successfully pass a background check and drug screen    
Labor Category: Operations Coordinator 5

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 Operations Coordinator to work onsite with the National Institutes of Health in Bethesda, MD.

This is a long-term 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

Job Description: 
The contractor shall:
• Plan, coordinate, analyze, direct and evaluate administrative missions and operations; execute administrative and support functions; oversee and coordinate administrative management functions; provide key advice and guidance to staff in facilitating the performance of their responsibilities.
• Participate in office staff meetings and discussions pertaining to the activities encompassed in the administrative and management functions.
• Gather data from individual units within the organization; analyze requirements particular to one functional area; design implementation procedures to meet the overall needs of the organization; coordinate schedules, deadlines and methods of approach with management.
• 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.
• Provide advice and guidance for improvements; anticipate areas of concern or questions which must be addressed when making recommendations.
• Analyze effectiveness of administrative support for the office and recommend appropriate corrective measures.
• Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
• Provide a variety of assigned activities such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
• Develop and maintain data including charts, graphs and reports reflecting effectiveness and efficiency standings and planned versus actual accomplishments of the office.
• Prepare and edit reports, briefings, and other informational material designed primarily to report functions of the office; analyze and select facts that are drawn from different sources and synthesized into a unified presentation.
• 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, training requests, individual/mass mailings, correspondence, reports and various forms.
• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• Update and maintain spreadsheets, databases, budget records and contact databases.
• Compile data and create and maintain slides for presentation utilizing computer programs.
• Update/maintain calendars and shared calendars for multiple staff members.
• Organize weekly departmental meetings, take minutes, follow up on action items.
• Coordinate meetings, workshops and courses for staff; make arrangements for conference rooms and audio-visual requirements; prepare agendas and briefing materials.
• Maintain office records including office procurements and reimbursement procedures.
• Track, record and direct manuscripts to reviewers.
• Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
• Note commitments made by executive level during meetings and arrange for staff implementation.
• Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.
• Read outgoing correspondence for executive level’s approval and alert writers to any conflict with the file or departure from policies or executive level’s viewpoints; make recommendations to resolve problems that arise.
• In the executive level’s absence ensure that requests for action or information are relayed to the appropriate staff; decide whether executive level should be notified of important or emergency issues.
• Summarize the content of incoming materials, specially gathered information, or meetings to assist executive; coordinate the new information with background office sources; draw attention to important parts or conflicts.

Required Skills:
The contractor must have: 
• Bachelor’s degree in a related discipline.
• Minimum of eleven (11) years of related experience.
• Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint).
• Knowledge of organizational travel, budget and purchasing systems.
• Strong communications skills, both oral and written.
• Excellent analytical, organizational and time management skills.

Number of positions