Operations Coordinator

Axle International Co.,Ltd - Baltimore, MD

Full-time - Entry Level

Baltimore, MD

Professional, Scientific, and Technical Services

About the position

Axle is a bioscience and information technology company that specializes in advancements in translational research, biomedical informatics, and data science applications for research centers and healthcare organizations both nationally and internationally. The company is seeking an Operations Coordinator to join its team at the National Institutes of Health (NIH), specifically supporting the National Institute on Aging (NIA) in Baltimore, MD. This position is crucial for providing administrative support to the Office of the Scientific Director, ensuring that various operational tasks are executed efficiently and effectively. The Operations Coordinator will be responsible for a wide range of administrative duties, including the preparation and formatting of spreadsheets, document creation, and information analysis. The role involves coordinating meetings, workshops, and courses, managing calendars, and maintaining office records. The coordinator will also track and direct manuscripts to reviewers, maintain filing systems, and ensure that all necessary documentation is prepared for personnel actions such as recruitment and appointments. In addition to these responsibilities, the Operations Coordinator will serve as the primary contact for the NIH manuscript processes and manage the meeting room and parking reservation systems. The position requires excellent organizational skills, the ability to prioritize tasks, and strong communication skills to effectively liaise with various stakeholders. The coordinator will also be involved in logistical arrangements for meetings, including audiovisual reservations and the preparation of agendas and meeting minutes. Overall, this role is integral to the smooth operation of the office and supports the broader mission of Axle in advancing research and decision-making in the biomedical field.

Responsibilities

• Provide administrative support to the Office of the Scientific Director.
• Prepare and format spreadsheets, documents, and presentations.
• Coordinate meetings, workshops, and courses, including scheduling and logistics.
• Maintain office records and filing systems, tracking manuscripts and other documents.
• Serve as the primary contact for NIH manuscript processes and meeting room reservations.
• Assist with travel requests, professional service orders, and other administrative tasks.
• Update and maintain calendars for multiple staff members.
• Summarize incoming materials and compose correspondence as needed.
• Coordinate personnel packages and ensure proper documentation for recruitment and appointments.
• Develop and maintain administrative databases and tracking systems.

Requirements

• High school diploma or GED; Bachelor's degree preferred.
• 5 years of experience in administrative support or related field.
• Proficiency in Microsoft Office, particularly PowerPoint and SharePoint.
• Strong communication skills, both oral and written.
• Excellent time management and organizational skills.

Nice-to-haves

• Experience with NIH procurement and administrative systems.
• Knowledge of travel planning and calendaring for executive-level support.

Benefits

• 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)