Operations Coordinator NCCIH NIH

Cape Fox Facilities Services is seeking an Operations Coordinator to join our team in Bethesda, MD in support of the NIH.

Responsibilities:

• Provide expertise needed to coordinate, improve and oversee the overall functioning of the office.
• Coordinate conferences, workshops, seminars, meetings and conference calls; contact participants and notify them of topics to be discussed; schedule room and audio-visual reservations; prepare agendas, handouts and background materials; prepare and distribute meeting minutes.
• Arrange for staff member to represent organization at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.
• Develop, maintain and update spreadsheets for personnel, budget and travel actions; develop budget proposals; monitor expenditures; create summaries and reports based on information.
• Prepare and process domestic, foreign and sponsored travel requests, leave authorizations and vouchers; ensure compliance with Federal regulations; input and track travel information.
• Conduct data entry; generate reports and letters.
• Coordinate the preparation of 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.
• Stay abreast of and implement current regulations, policies and procedures; update staff on relevant information.
• Research and propose new administrative procedures.

• Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
• Review and summarize the content of incoming materials, specially gathered information, or meetings; coordinate the new information with background office sources; draw attention to important parts or conflicts.
• Update and develop content for web sites and monitor for accuracy of information; provide intranet updates and changes.
• Work with staff on the creation and preparation of slides and presentations.
• Plan and complete various special projects.
• Coordinate the training of personnel; train administrative personnel.
• Update/maintain complex shared calendars.
• Schedule and maintain tracking system for all activities.
• Oversee inventory of office supplies; prepare and process purchase requests and maintenance agreements.
• Provide support with timekeeping duties.