Operations Coordinator

Job opening ID

Posting title
Operations Coordinator

Roles and responsibilities
Must be authorized to work in the United States
W2 with full benefits
Some travel may be required
Offer contingent on ability to successfully pass a background check and drug screen   

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 an 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:
• Receives telephone calls and visitors for Executive Leadership; determines which calls can be an-swered personally and which should be directed elsewhere; obtains needed background information before referring calls to Executive Leadership.
• Maintains Executive Leadership’s daily calendar, make appointments and arrange conferences and meetings based on a knowledge of Executive Leadership's schedule; on own initiative, makes ar-rangements for such meetings by reserving space, setting the specific time, and contacting all person-nel expected to attend; works with Office of Administrative Management Office to arrange for trans-portation and lodging for participants if necessary; transmits agenda and all necessary background material to participants and advises them of the topics to be discussed.
• Arranges travel for the Executive Leadership and the staff, arranges schedule of visits, secures travel and hotel reservations, and prepares travel authorizations, vouchers and reports prior to submitting to the Office of Administrative Management for review and approval. 
• Manages all correspondences; receives all incoming unclassified mail for Executive Leadership and maintains a daily log of all official mail; determines whether correspondence should be brought to the attention of Executive Leadership, referred to appropriate personnel, or handled personally; fol-lows up on incoming mail to insure timely and appropriate action; reviews all outgoing correspond-ence for neatness, accuracy, adherence to established format, and adherence to the HHS and NIH pol-icies and procedures; drafts correspondence, such as routine official correspondence, social and per-sonal acknowledgments, congratulatory letters, acceptance letters, and routine office reports.
• Advises Executive Leadership of important office matters arising during Executive Leadership's ab-sence and brings the Executive Leadership's attention to significant items in reports, files, and corre-spondence.
• Takes and transcribes highly technical material, frequently classified material and is responsible for spelling, punctuation, grammar, and format of the completed work.; records and transcribes the minutes of the Executive Leadership and staff; prepares the minutes for distribution, singling out the action items and follows up as required.
• Gathers materials for use in reports, presentations, and speeches of Executive Leadership which in-cludes maintaining a file of visual aids for use in presentations and making all arrangements for the presentations.
• When Executive Leadership is to host large conferences, work with the Administrative Officer to ar-range a secure meeting place; writes letters to the group concerning such matters as security require-ments; arranges hotel accommodations, transportation to and from the center, social arrangements, and secretarial assistance while guests are on site; takes dictation by phone concerning conference matters and follows up on needed action.
• Maintains Executive Leadership’s office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; requesting orders for supplies through the Office of Administrative Management; verify receipt of supplies.
• Work with the IT Specialists to ensure operation of equipment by completing preventive maintenance requirements; follow manufacturer’s instructions; troubleshoot malfunctions; contact IT technician for repairs.

Required Skills:
• Bachelor’s degree in related field; four (4) years of specialized experience plus a High School diploma is equivalent to a Bachelor’s degree.
• Minimum of twelve (12) years of experience in related field.
• Three (3) to five (5) years of NIH or Medical research experience (preferred).
• Five (5) to twelve (12) years of executive assistant experience.
• Experience managing multiple calendars.
• Familiar with government environment (preferred).
• Experience with booking domestic and foreign travel and travel logistics.
• Reporting and presentation skills.
• Experience with Supply management and office equipment maintenance.
• Experience with scheduling.
• Strong communications skills, both oral and written.
• Excellent analytical, organizational and time management skills.

Number of positions