Operation Coordinator

Overview

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 Operation Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Cancer Institute (NCI) 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 purpose of the position is to support the administrative needs of the branch.

Deliverables:

• Work products and documents related to setting up and formatting spreadsheets; prepare documents; gather and analyze information; coordinate the printing and conversion of paper documents - Ad-Hoc
• Work products and documents related to developing, maintaining and utilizing administrative databases; compile data; create and maintain PowerPoint presentations - Ad-Hoc
• Work products and documents related to updating and maintaining calendars; coordinate meetings, workshops and courses; schedule conference rooms; maintain office records; track, record and direct manuscripts to reviewers; maintain branch filing systems. - Ad-Hoc
• Work products and documents related to noting commitments and arranging for staff implementation; establish appointment priorities - Ad-Hoc
• Work products and documents related to addressing requests for action or information; summarize incoming materials; coordinate new information; compose correspondence. - Ad-Hoc

Work Details:

• Use day-to-day observations and analysis of work processes to evaluate program operations; anticipate potential problems; identify existing problems and inefficiency; develop recommended solutions. 1
• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content. 2
• Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes. 3
• Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content. 4
• Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency. 5
• Provides support for various procurement and administrative tasks.
• Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, leave authorizations, training requests, individual/mass mailings, correspondence, reports and various forms.
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
• Work with staff on proofreading, recommending, interpreting, and/or implementing internal administrative policies and procedures.
• Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.
• Coordinate meetings, workshops and courses for staff; schedule conference rooms.
• Coordinate meeting planning and logistical arrangements, including room and audiovisual reservations, WebEx, and other remote connection arrangements; prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute meeting minutes.
• Produce a wide range of documents; address a variety of office needs which may include word processing, information management, report preparation, publications, information gathering, communication, etc.
• Update and develop content for web sites, newsletter, and other formats of communication, and monitor for currency and accuracy of information.
• Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.
• Acts as point of contact with management and administrative, budget and property management staff.
• Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment.
• Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.
• Collaborate with HR, supervisors, and staff on workforce development, payroll and performance issues and employee actions.
• Serve as contact on personnel issues within the Office; advise staff on appropriate appointment mechanisms and recruitment tools as applicable to meet the requirements of specific situations.
• Coordinate, track and act as liaison for human resource activities, issues and functions.
• Provides guidance to staff on Federal guidelines and procedures.
• Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization.
• Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
• Provide information to program staff on policies and procedures for government travelers and invited guests.
• Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
• Review all personnel packages and advise program personnel on HR regulations and policies.
• Develops, maintains and updates documentation, databases and spreadsheets for personnel, budget and travel actions.
• Set up and format spreadsheets to analyze information.
• Maintain tracking systems; use records management system to ensure proper filing, accountability, storage and retrieval of files.
• Assemble and summarize data, background information and other materials from source materials or automated systems.
• Maintain databases for tracking, analyzing and reporting of all activities including professional activities, travel and project management.
• Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas.
• Prepare documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions and separations.
• Prepare, or prepare selected components of, HR packages, awards and justifications for incentives documents including recruitment, relocation, and retention incentives.
• Maintain contacts database; update/maintain calendars and shared calendars for multiple staff members.
• Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and report based on information; oversee administrative reference documents such as staff schedules, tours of duty, contact information, budget tracking, etc.; upload, organize, and maintain information on SharePoint.
• Prepares inventory and purchase requests and assists with property management.
• Maintain office records including office procurements and reimbursement procedures.
• Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.
• Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.
• Enter requests for office supplies using POTS.
• Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
• Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.
• Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities.
• Manage office records and spreadsheets including office procurements, reimbursements, and property.
• Maintain space utilization records, inventoried and projections; compile, organize and analyze necessary associated materials.
• Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.
• Coordinates with management on special projects.
• Coordinate staff responses to data calls from the Office of the Director.
• Coordinate all administrative aspects of special projects.
• Researchers and proposes new administrative procedures.

1, 2, 3, 4, 5 represents priority rankings, where 1 is highest priority and 5 is lowest priority of those ranked

Minimum Education

Bachelor's

Additional Qualifications:

Field of Study

• Community and Public Health
• Miscellaneous Business Medical Administration

Software

• SharePoint
• MS Office
• Concur
• WebEx
• ITAS

Skills

• Meeting coordination
• Travel planning
• Calendaring

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: [email protected]