(ID: 2024-8577)
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 Office of the Director (OD) located in Bethesda, 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 this position is to support the administrative operations of the National Institutes of Health Ethics Office.
Deliverables:
Work Details:
Perform data entry in electronic systems, maintain tracking systems and files, and triage assignments. - 1
Compile data reports, track and monitor status of work to meet program goals and provide recommendations to management to enhance efficiency. - 2
Communicate with employees regarding their requirements and procedures, orally and in writing. - 3
Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization. - 4
Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately. - 5
- Provides support for various procurement and administrative tasks.
- Prepare forms and review for accuracy and completeness.
- Route documents for signature.
- 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.
- 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.
- Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff.
- 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.
- Acts as point of contact with management and administrative, budget and property management staff.
- Answer inquiries and questions pertinent to submissions as well as general information regarding these matters.
- Develop, maintain and utilize various administrative databases.
- 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.
- Act as focal point and primary initial contact for matters concerning the Office; design and coordinate systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities.
- Provides guidance to staff on Federal guidelines and procedures.
- Prepare SOPs and review for accuracy; maintain knowledge of current regulations, policies, and procedures concerning general administration, organization, procurement, travel, personnel, etc.
- Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
- Monitor compliance with program policies and procedures; identify strategies to ensure that program and contractual compliance is maintained.
- Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.
- Explain HHS and NIH property policies, procedures and regulations in relation to the acquisition of accountable property items.
- Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.
- Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff and respond to requests for information regarding status of projects or actions.
- 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 documents and enter information into administrative systems in the areas of recruitment of new staff, time and attendance, accessions and separations.
- 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.
- Serve as one of the Property Accountability Officers for accountable property, maintaining required controls and records, and overseeing inventory in accordance with applicable policy and regulations.
- 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.
- Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
- Prepare materials for incorporation into workflow and operational analyses, cost studies and/or equipment utilization.
- 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.
- Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals.
- Coordinate all administrative aspects of special projects.
- Compile data and create and maintain PowerPoint presentations for presentation utilizing computer programs.
- Work independently on special projects; research and initiate actions pertaining to operational issues; coordinate proponents to research; resolve action processing issues.
- Perform a variety of functions such as compiling, retrieving and organization of information, data entry, researching references for projects, development and analysis of information to support decision alternatives.
- Provide guidance and assistance in developing components of short-term and long-range plans and proposals for the organization’s strategic plans.
- Conduct project close out reviews to reflect current processes and identify areas for improvement.
- 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.
- Perform analyses by investigating policies and the effectiveness of programs; implement proposed changes by monitoring recommendations and identifying opportunities for improvement.
- Gather, compile, analyze and evaluate data for performance management goals; implement solutions to drive continuous improvement of business processes.
- 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.
- Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency.
- 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.
- Gather and analyze information about processes and programs.
- Research and advise staff on technology needs/updates such as laptops, mobile devices and monitors.
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:
Certifications & Licenses- N/A Field of Study- General Business Software- MS Office Skills- Attention to detail - Analytical skills / critical thinking - Written and oral communication - Time management and prioritization - Organized - Data analysis
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
This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidate’s experience, qualifications, skills, and location.
#INDPSD
Salary Range: $48,000 USD - $57,000 USD
