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LMR Technical Group (LMR) is seeking an Operations Coordinator.

Location: Bethesda, MD. Teleworking eligible.

Job Description:

The Operations Coordinator 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.

Duties and Responsibilities:

• 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, individual/mass mailings, correspondence, reports and various forms.
  • Provide administrative, procedural and informational resource support; work with staff to coordinate program workflow.
  • 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
• Acts as point of contact with management and administrative, budget and property management staff.
  • 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.
  • 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.
  • Maintain contacts database; update/maintain 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.
  • Enter requests for office supplies using POTS.
  • Inventory office supplies and equipment; prepare and process purchase requests and maintenance agreements.
• Coordinates with management on special projects.
  • Provide direct administrative, procedural and informational resource support; work with staff to coordinate program workflow.
  • Coordinate staff responses to data calls from the Office of the Director.
• Researchers and proposes new administrative procedures.
  • Assist with maintenance of SharePoint sites and shared electronic document/data libraries, including development and monitoring of content and ensuring that documents and/or data posted to the sites are accurate and filed appropriately.
• Other
  • Provide expertise needed to coordinate, improve and maintain the overall functioning of the office.
  • Coordinate conferences, workshops, seminars, meetings and conference calls; contact participants and notify them of topics to be discussed; schedule room and audio-visual reservations; prepare agendas, handouts and background materials; prepare and distribute meeting minutes.
  • Arrange for staff member to represent organiza ion at conferences and meetings, establish appointment priorities, or reschedule or refuse appointments or invitations.
  • Develop, maintain and update spreadsheets for personnel, budget and travel actions; develop budget proposals; monitor expenditures; create summaries and reports based on information.
  • Prepare and process domestic, foreign and sponsored travel requests, leave authorizations and vouchers; ensure compliance with Federal regulations; input and track travel information.
  • Conduct data entry; generate reports and letters.
  • Coordinate the preparation of 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.
  • Stay abreast of and implement current regulations, policies and procedures; update staff on relevant information.
  • Research and propose new administrative procedures.
  • Gather and analyze information about processes and programs; prepare reports, letters, and other documents for review and input for programs, policies, and activities.
  • Review and summarize the content of incoming materials, specially gathered information, or meetings; coordinate the new information with background office sources; draw attention to important parts or conflicts.
  • Update and develop content for web sites and monitor for accuracy of information; provide intranet updates and changes.
  • Work with staff on the creation and preparation of slides and presentations.
  • Plan and complete various special projects.
  • Coordinate the training of personnel; train administrative personnel.
  • Update/maintain complex shared calendars.
  • Schedule and maintain tracking system for all activities.
  • Maintain inventory of office supplies; prepare and process purchase requests and maintenance agreements.
  • Provide support with timekeeping duties.
• Deliverables
  • Work products and documents related to providing executive expertise needed to coordinate, improve and oversee the overall functioning of the office; gathering and analyzing information about processes and programs; researching and proposing new administrative procedures. - Ad-Hoc
  • Work products and documents related to coordinating arrangements for conferences, workshops, seminars, meetings and conference calls; working with staff on the creation and preparation of slides and presentations. - Ad-Hoc
  • Work products and documents related to preparing, processing and tracking travel documents, professional service orders, outside activities forms, training requests and other forms.- Ad-Hoc
  • Work products and documents related to developing, maintaining and updating spreadsheets for personnel, budget and travel actions; reviewing and summarizing the content of incoming materials; scheduling and maintaining tracking system for all activities.
  • Ad-Hoc Work products and documents related to updating and developing content for web sites and monitor for accuracy of information; coordinating the training of personnel; updating and maintaining complex shared calendars; overseeing inventory of office supplies.- Ad-Hoc
• Other related duties as assigned

Basic Qualifications:

Bachelor's degree in business management and administration, general business, or related discipline.

Knowledge of NIH systems, including NIH Business System, GELCO Travel System, and procurement system.

Experience taking meeting minutes and producing summary reports.

Executive level support including meeting coordination and travel planning.

Experience with Microsoft Office software.

Must be able to lift or carry up to 25 pounds.

Must be legally authorized to work in the United St