Job Family :

　　Administrative Services (Digital)

　　Travel Required :

　　None

　　Clearance Required :

　　Ability to Obtain Public Trust

　　What You Will Do :

　　We are currently searching for an Operations Coordinator. The individual will help with all aspects of calendaring, non-FTE personnel packages, online meeting coordination and support, travel planning, onboarding and offboarding of employees. This is a full-time hybrid opportunity located in Rockville, MD.

　　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.

　　Participate in developmental activities involving studies and analysis of internal administrative operations, organizations, or management to achieve greater economy and efficiency.

　　Research and advise staff on technology needs/updates such as laptops, mobile devices, and monitors.

　　Provide direct administrative, procedural, and informational resource support; work with staff to coordinate program workflow.

　　Enter requests for office supplies using POTS.

　　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, individual/mass 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.

　　Ensure that all necessary documentation is prepared and that signatures, approvals, clearances are obtained for recruitment/appointment of professional, technical, and support staff, renewal/extension of appointments, reassignments, pay increases/adjustments, separation/termination, etc.

　　Coordinate meetings, workshops and courses for staff, schedule conference rooms.

　　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.

　　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 then provide that information; maintain status of projects; follow up on actions through contact with office staff.

　　Prepare and route personnel packages for onboarding, transfer, promotions, terminations, including processing of credentialing packages.

　　Coordinate and process equipment and office supply order requests; serve as the point of contact in the administration of all maintenance contracts for office equipment.

　　Organize, coordinate, and administer the administrative components of the assigned servicing area; collaborate with program officials and administrative offices.

　　Review documentation for compliance with policy and procedures; interpret instructions for adherence to format; collect data; provide summaries for analysis and interpretation.

　　Explain HHS and NIH property policies, procedures, and regulations in relation to the acquisition of accountable property items.

　　Ensure proper implementation of federal personal property management, as defined by federal laws, regulations, and HHS and NIH Property Management Policies.

　　Set up and format spreadsheets to analyze information.

　　Prepare all documents required for new appointments, renewals and terminations including all documents needed for visas.

　　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; update/maintain calendars and shared calendars for multiple staff members.

　　Process and track order requests using government systems (i.e., POTS) on behalf of branch staff.

　　Oversee management and control of federal property from acquisition to disposal; use the NBS Sunflower Property System to support property management activities.

　　Prepare and track requests and justifications for the purchase of materials, supplies and office equipment; follow up on purchase and procurement requests; review receiving documentation and reconcile all receiving problems; maintain records and spreadsheets of all requests.

　　Serve as property custodian to staff for Division; issue annual personal property passes; maintain and track all property in the assigned office.

　　Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and reimbursement procedures.

　　Review and update policy; fix broken links; address system issues; take suggestions from administrative staff regarding the layout of websites and the overall staff satisfaction with its content.

　　#SOAR

　　What You Will Need :

　　Bachelor’s Degree

　　At least five (5) years of experience in administrative support

　　Meeting coordination

　　Travel planning

　　Executive level administrative support

　　Expense reconciliation, purchasing.

　　Calendaring

　　MS Office

　　Teams, Zoom, or WebEx

　　What Would Be Nice To Have :

　　Website content management

　　Timekeeping

　　Knowledge of the Federal Travel Regulation

　　Project management

　　Fellowship program management

　　Concur

　　What We Offer:

　　Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

　　Benefits include:

　　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

　　About Guidehouse

　　Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

　　Guidehouse will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable law or ordinance including the Fair Chance Ordinance of Los Angeles and San Francisco.

　　If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting at 1-571-633-1711 or via email at [email protected] . All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

　　Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.