Operations Coordinator

Guidehouse - Bethesda, MD

Full-time - Entry Level

Bethesda, MD

Professional, Scientific, and Technical Services

About the position

We are currently searching for an Operations Coordinator. This role will provide support services to satisfy the overall operational objectives of the National Center for Complementary and Integrative Health. The primary objective is to provide services and deliverables through performance of support services. This is a full-time opportunity located in Bethesda, MD. The Operations Coordinator will assist with the maintenance of SharePoint sites and shared electronic document/data libraries, including the development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately. The coordinator will provide direct administrative, procedural, and informational resource support, working closely with staff to coordinate program workflow. This includes coordinating staff responses to data calls from the Office of the Director and entering requests for office supplies using POTS. In addition, the Operations Coordinator will inventory office supplies and equipment, prepare and process purchase requests and maintenance agreements, and coordinate meeting planning and logistical arrangements. This includes making room and audiovisual reservations, setting up WebEx and other remote connection arrangements, preparing and transmitting agendas and relevant materials, contacting and communicating with participants, and preparing and distributing meeting minutes. The coordinator will act as a point of contact with management and administrative, budget, and property management staff. They will serve as a resource for staff regarding established policy, keeping abreast of new guidance and policies, disseminating information to staff, and responding to requests for information regarding the status of projects or actions. Furthermore, the Operations Coordinator will develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and reports based on information; and oversee administrative reference documents such as staff schedules, tours of duty, contact information, and budget tracking. They will also upload, organize, and maintain information on SharePoint.

Responsibilities

• Assist with maintenance of SharePoint sites and shared electronic document/data libraries.
• Provide direct administrative, procedural, and informational resource support.
• Coordinate staff responses to data calls from the Office of the Director.
• Enter requests for office supplies using POTS.
• Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
• 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.
• Act as point of contact with management and administrative, budget and property management staff.
• Serve as a resource for staff regarding established policy; keep abreast of new guidance and policies; disseminate information to staff.
• Develop, update, and maintain spreadsheets to analyze information, including personnel, budget, travel, and training; develop budget proposals; monitor expenditures; create summaries and reports based on information.

Requirements

• Bachelor's degree
• A minimum of FIVE (5) years of experience in Business Management, Administration, General Business, and/or similar setting.
• Knowledge of Travel Systems and/or procurement systems.
• Proficient in taking meeting minutes/summary reports.
• Executive level support experience.
• Meeting coordination experience.
• Experience with travel planning.
• Proficient in Microsoft Office.

Nice-to-haves

• Knowledge of NIH systems, including NIH Business System and GELCO Travel System preferred.
• Previous experience with NIH 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