Operations Coordinator

Location : IC : NIMH Street : 6001 Executive Blvd. Bldg : NSC Room : 7103 City : Rockville State & Zip : MD 20892

Weekly Hours FT : 3040 hours per week

Overall Position Summary andObjectives

The position willindependently provide support services to satisfy the overalloperational objectives of the National Institute of Mental Health(NIMH).

Min Education : Bachelors

Resume Max Pages : 15

Certifications &Licenses

Bachelors degreein related field and ten years experience

Skills (RankedBy Priority)

• Meetingminutes / summary reports
• Meetingcoordination
• Expense reconciliation projectmanagement / planning timekeeping fellowship programmanagement
• Social Media knowledge of theFederal Travel Regulation
• Project managementwebsite content management
• Executive levelsupport
• Outreach Activities
• Travel planning

1 2 3 4 5 represents priorityrankings where 1 is highest priority and 5 is lowest priority ofthose ranked

Software

MS Office

Fieldof Study

BusinessManagement and Administration

Statement of Work Details

Provides support for various procurement andadministrative tasks.

Coordinate meetings workshops and courses for staff;schedule conference rooms.

Acts as point of contact with management andadministrative budget and property managementstaff.

Organize coordinateand administer the administrative components of the assignedservicing area; collaborate with program officials andadministrative offices.

Provides guidance to staff on Federal guidelinesand procedures.

Work as aliaison with other administrative groups to facilitate meetingorganizational goals for a variety of highlevelprograms.

Developsmaintains and updates documentation databases and spreadsheets forpersonnel budget and travel actions.

Develop maintain and update spreadsheets for personneland budget actions; coordinate actions; ensure that deadlines aremet;

provide follow through.

Prepares inventory and purchase requests andassists with property management.

Enter requests for office supplies using POTS.

Coordinates with management onspecial projects.

Performa variety of complex specialized support tasks on an ongoing and adhoc basis; manage special projects draft letters and reportsprepare / edit presentations develop meeting agendas and create andupdate spreadsheets and databases.

Researchers and proposes new administrativeprocedures.

Design andcoordinate systems for communications among staff to facilitate theefficient flow of information relating to projects and programactivities.

Other

• Independently facilitate and coordinate all aspects ofcalendars ethics approvalspurchase request processing logisticscorrespondence and special projects in the Officeof the DivisionDirector 1
• Handle allaspects of travel planning and processing for domesticinternationalsponsored and local travel including schedulingreimbursements vouchers andlastminute changes 2
• Schedule and providelogistical support for meetings retreats videoconferencingsupport;arrange travel lodging logistics and interview schedule forcandidates for newpositions 3
• Plan agendas and arrange all logistics for meetings withDivision senior leadership andscientific staff 4
• Prepare executivebriefing documents as requested by Division senior leadership 5
• Proactively engage inlongterm strategic planning for future needs in support of Divisionleadership
• Coordinate time space and financialresources of the Division
• Facilitateorientation and onboarding of new Division staff; initiate trainingof new administrative staff in systems and processes
• Communicate directly and effectively with the leadershipProgram Officers and SeniorNIHNIMH officials including the NIMHOffice of the Director

Deliverables

Workproducts and documents related to preparing executive briefingdocuments; facilitating and coordinating all aspects of travelplanning;

calendars ethics approvals purchase requests logisticscorrespondence and special projects.

AdHoc

Work products and documents related tohandling all aspects of travel planning and processing for domesticinternational sponsored and local travel including schedulingreimbursements and vouchers.

AdHoc

Work products and documents related to scheduling andproviding logistical support for meetings retreatsvideoconferencing support;

arranging travel lodging logistics andinterview schedule for candidates for new positions.

AdHoc

Work products and documentsrelated to engaging in longterm strategic planning for futureneeds; coordinating time space and financial resources of theDivision;

facilitating orientation and onboarding of new staff;initiating training of new administrative staff in systems andprocesses.

AdHoc

Workproducts and documents related to communicating with staff;planning agendas and arranging all logistics for meetings withDivision senior leadership and scientific staff. AdHoc