Operations Coordinator

$57,300 - $85,900/Yr

Guidehouse - Baltimore, MD

Full-time - Entry Level

Baltimore, MD

1,001-5,000 employees

Professional, Scientific, and Technical Services

About the position

The Operations Coordinator at Guidehouse is responsible for providing comprehensive administrative support to the Office of the Scientific Director. This full-time role involves coordinating various operational tasks, managing schedules, and facilitating communication within the office to ensure efficient workflow and support for executive-level staff.

Responsibilities

• Serve as the coordinator for the internal manuscript clearance system.
• Serve as the contact for the NIH manuscript processes (submission to PubMed Central, etc.).
• Serve as the primary contact for the meeting room and parking reservation system.
• Coordinate the preparation of travel requests, professional service orders, and other administrative documents.
• Update and maintain calendars for multiple staff members.
• Coordinate events such as symposiums and seminars, handling logistics and travel arrangements.
• Note commitments made by executive level during meetings and arrange for staff implementation.
• Arrange for staff members to represent the organization at conferences and meetings.
• Read outgoing correspondence for executive level's approval and alert writers to any conflicts.
• Ensure that requests for action or information are relayed to the appropriate staff in a timely manner.
• Summarize the content of incoming materials to assist executives.
• Compose correspondence requiring understanding of technical matters.
• Ensure necessary documentation is prepared for recruitment and appointment processes.
• Coordinate meeting planning and logistical arrangements, including audiovisual reservations.
• Establish and maintain a fiscal year calendar and update shared databases.
• Produce a wide range of documents and address various office needs.
• Prepare and route personnel packages for onboarding and terminations.
• Provide support with timekeeping duties and maintain administrative databases.
• Review personnel packages and advise on HR regulations and policies.
• Serve as a resource for staff regarding established policy and new guidance.
• Set up and format spreadsheets to analyze information.
• Maintain tracking systems and ensure proper filing and retrieval of files.
• Develop and maintain spreadsheets for personnel and budget actions.
• Prepare documents for new appointments and renewals, including visa documents.
• Compile data and create PowerPoint presentations for review and input.
• Design and coordinate systems for communication among staff.
• Maintain file systems for correspondence and projects.
• Maintain office records including procurements and reimbursement procedures.
• Provide direct administrative support and coordinate program workflow.
• Perform complex support tasks and manage special projects.

Requirements

• Bachelor's degree plus one (1) year of related experience OR High School Diploma plus five (5) years of related experience.
• Excellent analytical, organizational, and time management skills.
• Strong communication skills, both oral and written.
• Experience with meeting coordination and travel planning.
• Previously managed calendaring, scheduling, and provided executive level support.
• Proficient in SharePoint, Microsoft Office, Concur, WebEx, and/or ITAS.

Nice-to-haves

• Knowledge of NIH procurement, purchasing, travel, and administrative systems.
• Experience working with NIH previously preferred.

Benefits

• Medical, Rx, Dental & Vision Insurance
• Personal and Family Sick Time & Company Paid Holidays
• Parental Leave
• 401(k) Retirement Plan
• Group Term Life and Travel Assistance
• Voluntary Life and AD&D Insurance
• Health Savings Account, Health Care & Dependent Care Flexible Spending Accounts
• Transit and Parking Commuter Benefits
• Short-Term & Long-Term Disability
• Tuition Reimbursement, Personal Development, Certifications & Learning Opportunities
• Employee Referral Program
• Corporate Sponsored Events & Community Outreach
• Care.com annual membership
• Employee Assistance Program
• Supplemental Benefits via Corestream (Critical Care, Hospital Indemnity, Accident Insurance, Legal Assistance and ID theft protection, etc.)
• Position may be eligible for a discretionary variable incentive bonus