Operations Coordinator - NIH

Global Solutions Network (GSN), a federal government contracting firm, presents this full time, long-term position supporting GSN's customer at the National Institutes of Health (NIH). This position provides a competitive salary and comprehensive benefits.

If interested, please provide an up-to-date resume.

Scope:

Responsibilities:

• Coordinate preparation and submission of administrative documents including:
  • Travel requests and authorizations
  • Professional service orders
  • Requests for Sponsored Travel (NIH Form 348)
  • Outside Activities (NIH Form 520
  • Official Duty Memoranda
  • Leave authorizations
  • Training requests
  • Individual and mass mailings
  • Correspondence, reports, and other required Federal forms
• Organize, coordinate, and administer administrative components of the assigned servicing area.
• Collaborate with program officials, administrative offices, budget staff, and property management personnel.
• Serve as a point of contact between management and administrative, budget, and property staff.
• Provide direct administrative, procedural, and informational resource support to laboratory staff.
• Coordinate workflow to ensure timely completion of program deliverables.
• Assemble and submit domestic and international official duty travel authorizations, orders, and vouchers for staff in accordance with NIH policies.
• Ensure compliance with Federal Travel Regulations (FTR), NIH travel policies, and NIAID-specific guidance.
• Maintain documentation and tracking systems for travel actions.
• Monitor travel status and reconcile vouchers in a timely manner.
• Prepare and track purchase requests and procurement documentation.
• Maintain records related to office procurements and reimbursements.
• Assist with inventory management and property accountability.
• Coordinate with property management officials to ensure compliance with Federal property regulations.]
• Maintain spreadsheets and tracking systems for procurement and property actions.
• Develop, maintain, and update documentation, databases, and spreadsheets for:
  • Personnel actions
  • Budget tracking
  • Travel activities
  • Professional activities
  • Project management tracking
• Maintain databases for tracking, analyzing, and reporting laboratory activities.
• Ensure accuracy, completeness, and compliance of all administrative records.
• Provide guidance to laboratory staff regarding Federal guidelines and administrative procedures.
• Research and propose improvements to administrative procedures.
• Evaluate program operations through day-to-day observation and workflow analysis.
• Anticipate potential operational issues and identify inefficiencies.
• Develop and recommend practical solutions to improve program effectiveness and administrative efficiency.
• Coordinate special projects as assigned by management.

Qualifications:

• A Bachelor's degree and at least three (3) years of related experience are required. A high school diploma and four (4) years of relevant experience are equivalent to a Bachelor's degree.
• Knowledge of organizational travel, budget and purchasing systems.
• Demonstrated experience in:
  • Travel planning 
  • Meeting coordination
  • Senior level support
• Proficiency in:
  • Microsoft Office
  • Concur (CGE)
  • SharePoint

Benefits:

• Medical, Dental, & Vision Coverage
• Paid Time Off and Paid Holidays
• 401K/Profit Sharing Plan
• Flexible Spending Accounts (Healthcare & Dependent Care)
• Pretax Parking & Transportation Plan
• Short-Term & Long-Term Disability Insurance
• Life & AD&D Insurance
• Professional Development/Education
• Employee Referral Bonuses
• Employee Discount Program
• Merit Bonuses
• Employee Assistance Program
• Travel Assistance Program

Global Solutions Network, Inc. (GSN) is an Equal Employment Opportunity (EEO) employer. It is the policy of the GSN to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected US veteran or disabled status, or genetic information.