Operations Coordinator

Job opening ID


Posting title

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 a Program Manager/Analyst to work onsite with the National Institutes of Health in Bethesda, MD.

This is a long-term contract position which offers:
 - Competitive salary with comprehensive benefit package
 - 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:
Maintain and update staff calendars; send reminders of upcoming appointments and/or meetings; schedule appointments.
Act as a point of contact for coordinating the scheduling of meetings and any logistical/technical needs associated with such events, including internal and external meetings, workshops and lectures; provide onsite support.
Prepare meeting agendas, slides and other materials for briefings; use special computer applications as necessary; plan meeting-related events.
Coordinate travel for staff and committee members; complete all aspects of travel through the NBS GovTrip System; process reimbursements after the completion of each trip. 
Participate in meetings and other activities intended to further OARC goals and objectives; gather and prepare relevant materials for distribution at meetings.
Generate spreadsheets for tracking OARC activities and staff training, including type of training, cost and completion date to ensure that OARC is meeting mandatory NIH and NIMH training requirements.
Prepare mailings and courier pickups.
Maintain office supplies inventories.
Process purchase requests for all OARC operational needs, including, but not limited to, office supplies, equipment, training, etc.
Coordinate maintenance of all office equipment.
Serve as Property Manager.
Maintain and update OARC/IACC files, including creation and organization of IACC historical files.
Work with staff to prepare public comment packets for IACC meetings; prepare/update historical IACC public comment files for publication on the IACC website.
Conduct internet searches to gather information for and create speaker biographies for IACC meetings and workshops.
Catalogue audio records for all IACC related meetings and  maintain audio records of IACC since 2001; organize records in a cabinet for easy retrieval; create an excel sheet to track ongoing receipt of audio records.
Coordinate with staff on special projects in OARC.
Work with staff to gather information and prepare responses for required administrative reports.
Assist with distribution, collection of committee information to meet requirements of FACA.
Gather and organize information from selected sources to respond to requests for information related to autism research, the IACC, the OARC and related government policies, such as those governing federal advisory committee meetings.
Perform data analysis on OARC programs, including creating and populating spread-sheets, and creating pivot tables.
Look up articles, verify citations, and download articles and other reference materials to support the OARC mission using PubMed and EndNote.
Provide communication support by establishing and maintaining productive working relationships between internal and external partners to develop program materials (brochures, conference exhibiting materials and displays); develop plans for their implementation at OARC/NIMH events, external meeting and conferences.
Utilize Microsoft Project to help OARC develop project timelines and workflow for operational planning. 
Gather and track program and program performance data.
Work with staff to coordinate OARC projects with external entities.
Work with staff on responses to public inquiries regarding OARC activities both electronically and via phone.
Maintain IACC Email Announcement Mailing List and rosters.
Update OARC administrative and policy databases to further the OARC mission.
Track committee and constituent information by entering, updating and maintaining data in OARC database systems.

Bachelor’s degree in a related discipline.
Minimum of nine (9) 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.

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