Job Details

Operations Coordinator

Location
Rockville, MD, United States

Posted on
Feb 24, 2022

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Profile

Overall Position Summary and Objectives
Under this task order, the contractor will independently provide support services to satisfy the overall operational objectives of the client. The primary objective is to provide services and deliverables through performance of support services.
Minimum Education
Bachelor's
Resume Max Pages
15
Certifications & Licenses
Maximum of 8 years related exprience
Skills (Ranked By Priority)
Expense reconciliation, project management/planning, timekeeping, fellowship program management
Meeting minutes/summary reports
Executive level support
Data analysis
Software
SharePoint
MS Office
WebEx
Field of Study
Business Management and Administration
DELIVERABLES Work products and documents related to coordinating the day-to-day office operation, including problem and conflict resolution, organization and prioritization of tasks; respond to written communications - Ad-Hoc
Work products and documents related to gathering and analyzing information about processes and programs; coordinating the preparation of reports, letters, and other documents; develop, maintain and update spreadsheets; design and coordinate systems for communications among staff - Ad-Hoc
Work products and documents related to arranging for staff implementation of commitments made by executive level during meetings; review outgoing correspondence for executive level's approval; in the executive level's absence ensure that requests for action or information are relayed to the appropriate staff; review and summarize the content of incoming materials, specially gathered information, or meetings -
Work products and documents related to arranging meetings and conference rooms; maintain office records; maintain calendars; update web sites; assist with timekeeping tasks
STATEMENT OF WORK DETAILS
Provides support for various procurement and administrative tasks.
Coordinate the preparation of a variety of items such as travel requests, professional service orders, requests for sponsored travel Form 348, outside activities Form 520, official duty memoranda, leave authorizations, training requests, individualmass mailings, correspondence, reports and various forms
Maintain SOPs, guidance documents or instructions associated with the programs and systems used in the organization
Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow
1
.Work with staff on proofreading, recommending, interpreting, andor implementing internal administrative policies and procedures
description
Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitmentappointment of professional, technical, and support staff, renewalextension of appointments, reassignments, pay increasesadjustments, separationtermination, etc
Coordinate meetings, workshops and courses for staff; schedule conference rooms
2
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
3
Establish and maintain a fiscal year calendar; update shared calendars and databases; coordinate filing of office-wide reports and other activities including performance management documents, awards, committee memberships, etc
Research information requested and provide that information; maintain status of projects; follow up on actions through contact with office staff
4
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
Acts as point of contact with management and administrative, budget and property management staff.
Develop, maintain and utilize various administrative databases
Organize, coordinate and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices
5
Serve as liaison between Director and divisional staff; communicate policies, protocols, regulations, guidelines and general information
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.
description
Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs
Provide information to program staff on policies and procedures for government travelers and invited guests
Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation
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; updatemaintain 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
Process and track order requests using government systems ie, POTS on behalf of branch staff
Manage office records and spreadsheets including office procurements, reimbursements, and property
Coordinates with management on special projects.
Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow
Participate in developmental activities involving studies and analysis of internal administrative operations, organizations or management to achieve greater economy and efficiency
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
Researchers and proposes new administrative procedures.
Assist with maintenance of SharePoint sites and shared electronic documentdata libraries, including development and monitoring of content and ensuring that documents andor data 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
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
22nd Century Technologies is an Equal Opportunity Employer and US Citizens & all other parties authorized to work in the US are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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