Job Title: Operations Coordinator

Cape Fox Facilities Services is seeking an Operations Coordinator to join our team in Bethesda, MD in support of the NIH.

Responsibilities:
Coordinate the day-to-day office operation for NIBIB OD office, including, but not limited to: Problem and conflict resolution Organization and prioritization of tasks Respond to written communications Maintain and update systems for communications among staff to facilitate the efficient flow of information relating to projects and program activities Serve as primary point of contact to the OD office, NIBIB, meet, greet, and deal with a variety of clients to the office, including staff from throughout the NIH, other Federal agencies, universities, foundations, congressional offices, as well as the average citizen Prepare correspondence for the OD office staff's signature dealing with sensitive issues Read outgoing correspondence for executive level staff's approval and alert writers to any conflict with the file or departure from policies or IC's viewpoints; make recommendations to resolve problems that arise In the executive level staff's absence ensure that requests for action or information are relayed to the appropriate staff furnished in timely manner Conduct computerized searches of library references, scientific publications and other databases; extract and consolidate pertinent materials; organize scientific articles and materials Assist in coordination and follow up to ensure NIBIB staff decisions on NIBIB initiatives and program management are implemented Coordinate the preparation of a variety of documents such as travel requests, professional service orders, requests for sponsored travel (Form 348), outside activities (Form 520), official duty memoranda, training requests, individual/mass mailings, correspondence, reports and various forms Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities Coordinate the printing and conversion of paper documents to electronic files Maintain and utilize various administrative databases; track and analyze data; prepare summaries and reports Update and maintain Director's office staff calendar; arrange meetings upon request, rearranging with consultation to accommodate unexpected circumstances; prioritize visitors upon Institute needs; arrange for representation to events on behalf of NIBIB staff for meetings they are unable to attend Update and maintain shared calendars; coordinate arrangements for meetings, seminars, workshops, meetings and courses for senior staff; contact participants; make conference room reservations; prepare agendas; notify participants of topics to be discussed; provide background materials Maintain office records including office procurements and reimbursement procedures Perform inventory of office supplies and equipment; coordinate purchases; research options; obtain quotes; maintain appropriate records to document the transactions

Travel Requirements
0 - 10%

Shift Type

Job Type
Full-time

Date Needed By

Salary Grade

Job Requirements
Bachelor's degree in related discipline; four (4) years of specialized experience plus a high school diploma is equivalent to a Bachelor's degree Minimum nine (9) years of experience in a related field Knowledge of Federal policies, procedures and regulations Knowledge of preparing NIH travel orders using the NBS/GovTrip travel system Knowledge of NIH procurement processes Knowledge of Microsoft Office Suite (MS Word, Excel, Outlook, Access) Strong communications skills, both oral and written Excellent analytical, organizational and time management skills

Cape Fox Corporation, its subsidiaries and affiliates provide equal employment opportunities to all persons and prohibit employment decisions on the basis of race, religion, color, creed, national origin, sex, age, disability, political affiliation, protected veteran status, or sexual orientation. Cape Fox Corporation, its subsidiaries and affiliates offer preference to Cape Fox Corporation shareholders, descendants and other Native Americans pursuant to Public Law 100-241.

Category
Administrative / Clerical

Career Level
Experienced (Non-Manager)

Location
NIH - Bethesda, MD - Bethesda, MD 20892 US (Primary)

Education
High School