Operations Coordinator

Job opening ID

Posting title
Operations Coordinator

Roles and responsibilities
Must be a US Citizen or Green Card Holder
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 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: 
• Manage division wide workflow by performing a variety of daily coordination, administrative, and clerical functions while also forecasting long-term project requirements.
• Create and maintain tracking systems to manage high volume workload.
• Liaise with NHLBI senior executives and their offices, including the NHLBI Director’s Office; the Office of Science Policy, Engagement, Education and Communications; and the Office of Management.
• Analyze division processes and create standard operating procedures.
• Coordinate the preparation and submission of a variety of items such as budget memos, scientific manuscripts, procurement requests, training requests, controlled correspondence, and miscellaneous reports and forms.
• Update/maintain individual and shared calendars for senior leadership; establish appointment priorities, reschedule, or refuse appointments or invitations.
• Schedule incoming presentation from outside parties and facilitate cross-divisional meetings and interviews.
• Note commitments made by division leadership, track and communicate the status of projects, provide resources to staff for completing assignments.
• Summarize the content of incoming information requests, independently identify relevant background resources, draw attention to important parts or conflicts.
• Coordinate senior executives’ activities related to recruitment, onboarding and performance review.
• Compile data and create and maintain PowerPoint presentations.
• Serve as a SharePoint Administrator and collaborate with division leadership on developing tools for efficient tracking of division activities, dissemination of information and establishment of workflow processes.
• Coordinate and track Institutional Data Safety Monitoring Board and Observational Study Monitoring Board activities via the NHLBI Clinical Studies Oversight System.
• Log board actions, document performance, track establishment of plans and compliance activities.
• Coordinate on-site execution of meetings and workshops for staff; prepare agendas and meeting minutes, schedule conference rooms, manage room equipment setup.
• Coordinate communications with Division stakeholders by generating email blasts and monitor e-mails received by division inbox.
• Draft, obtain approval, and schedule posts for social media accounts; coordinate joint social media efforts between division and institute accounts.
• Serve as an expert resource for employees on policy regarding general administrative pro-cedures; assist staff or instruct them on use of administrative systems, such as SharePoint, NIH Integrated Time and Attendance System (ITAS), NHLBI’s Tracking Requests, Ac-tions, and Correspondence (TRAC) and more.
• Serve as a lead or back-up timekeeper.                                                                                         
• Work with staff on shared office management duties.

Required Skills: 
• Must be a US Citizen or Green Card Holder
• Offer contingent on ability to successfully pass a background check and drug screen
• Master’s degree in a health or science discipline; three (3) years of specialized experience plus a Bachelor’s degree is equivalent to a Master’s degree.
• Minimum of seven (7) years of related experience.
• Expertise in Microsoft Office Suite (MS Word, Excel, Outlook, PowerPoint), SharePoint, and Endnote.
• Strong communications skills, both oral and written.
• Excellent analytical, organizational and time management skills.
• Preferred qualifications include:
• Experience as coordinator or executive assistant at the NIH or a public health organization
• Understanding of heart, lung and blood diseases and the Institute’s mission

Number of positions