Operations Coordinator
- Vision , Medical , Dental , Paid Time Off , Retirement
- Full-Time
(ID: 2024-5255)
Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).
Axle is seeking a Operations Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute of Mental Health (NIMH) located in Rockville, MD.
Benefits We Offer:
- 100% Medical, Dental & Vision Coverage for Employees
- Paid Time Off and Paid Holidays
- 401K match up to 5%
- Educational Benefits for Career Growth
- Employee Referral Bonus
- Flexible Spending Accounts:
- Healthcare (FSA)
- Parking Reimbursement Account (PRK)
- Dependent Care Assistant Program (DCAP)
- Transportation Reimbursement Account (TRN)
Overall Position Summary and Objectives The position will independently provide support services to satisfy the overall operational objectives of the National Institute of Mental Health (NIMH).
Deliverables:
- Work products and documents related to preparing executive briefing documents; facilitating and coordinating all aspects of travel planning; calendars, ethics approvals, purchase requests, logistics, correspondence, and special projects. - Ad-Hoc
- Work products and documents related to handling all aspects of travel planning and processing for domestic, international, sponsored, and local travel, including scheduling, reimbursements, and vouchers. - Ad-Hoc
- Work products and documents related to scheduling and providing logistical support for meetings, retreats, videoconferencing support; arranging travel, lodging, logistics, and interview schedule for candidates for new positions. - Ad-Hoc
- Work products and documents related to engaging in long-term strategic planning for future needs; coordinating time, space, and financial resources of the Division; facilitating orientation and on-boarding of new staff; initiating training of new administrative staff in systems and processes. - Ad-Hoc
- Work products and documents related to communicating with staff; planning agendas and arranging all logistics for meetings with Division senior leadership and scientific staff. - Ad-Hoc
Work Details:
- Independently facilitate and coordinate all aspects of calendars, ethics approvals, purchase request processing, logistics, correspondence, and special projects in the Office of the Division Director 1
- Handle all aspects of travel planning and processing for domestic, international, sponsored, and local travel, including scheduling, reimbursements, vouchers, and last-minute changes 2
- Schedule and provide logistical support for meetings, retreats, videoconferencing support; arrange travel, lodging, logistics, and interview schedule for candidates for new positions 3
- Plan agendas and arrange all logistics for meetings with Division senior leadership and scientific staff 4
- Prepare executive briefing documents, as requested by Division senior leadership 5
- Provides support for various procurement and administrative tasks.
- Coordinate meetings, workshops and courses for staff; schedule conference rooms.
- Acts as point of contact with management and administrative, budget and property management staff.
- Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
- Provides guidance to staff on Federal guidelines and procedures.
- Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
- Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
- Develop, maintain and update spreadsheets for personnel and budget actions; coordinate actions; ensure that deadlines are met; provide follow through.
- Prepares inventory and purchase requests and assists with property management.
- Enter requests for office supplies using POTS.
- Coordinates with management on special projects.
- Perform a variety of complex, specialized support tasks on an ongoing and ad hoc basis; manage special projects, draft letters and reports, prepare/edit presentations, develop meeting agendas and create and update spreadsheets and databases.
- Researchers and proposes new administrative procedures.
- Design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Proactively engage in long-term strategic planning for future needs in support of Division leadership
- Coordinate time, space, and financial resources of the Division
- Facilitate orientation and on-boarding of new Division staff; initiate training of new administrative staff in systems and processes
- Communicate directly and effectively with the leadership, Program Officers and Senior NIH NIMH officials, including the NIMH Office of the Director
1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked
Minimum Education
Bachelor
Additional Qualifications:
- Bachelor's degree in related field and ten years experience
- Business Management and Administration
- MS Office
- Meeting minutes/summary reports
- Meeting coordination
- Expense reconciliation, project management/planning, timekeeping, fellowship program management
- Social Media, knowledge of the Federal Travel Regulation
- Project management, website content management
- Executive level support
- Outreach Activities Travel planning
Disclaimer:The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.
The diversity of Axle's employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.
Accessibility: If you need an accommodation as part of the employment process please contact: careers@axleinfo.com
Get fresh Operations Coordinator jobs daily straight to your inbox!
You Already Have an Account
We're sending an email you can use to verify and access your account.
If you know your password, you can go to the sign in page.