Operations Coordinator
Operations Coordinator
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$ 40000 - 58000
1 Vacancy
Job Description
(ID: 2025-0465)
Axle is a bioscience and information technology company that offers advancements in translational research biomedical informatics and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science software engineering and program management we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).
Axle is seeking a Operations Coordinator to join our vibrant team at the National Institutes of Health (NIH) supporting the National Institute of Allergy and Infectious Diseases (NIAID) located in Bethesda MD.
Benefits We Offer:
- 100% Medical Dental & Vision Coverage for Employees
- Paid Time Off and Paid Holidays
- 401K match up to 5%
- Educational Benefits for Career Growth
- Employee Referral Bonus
- Flexible Spending Accounts:
- Healthcare (FSA)
- Parking Reimbursement Account (PRK)
- Dependent Care Assistant Program (DCAP)
- Transportation Reimbursement Account (TRN)
Overall Position Summary and Objectives
To provide services and deliverables through performance of support services. Position is responsible for coordinating day-to-day office operations updating
and maintaining NIAID senior executive and other senior leadership calendar(s) and schedule(s) coordinating meeting logistics managing correspondence coordinating travel arrangements procuring requested services and supplies preparing materials developing and updating content coordinating and managing special projects and performing other administrative tasks such as timekeeping and property management.
Deliverables:
- Work products and documents related to coordinating the day-to-day office operation including problem and conflict resolution organization and prioritization of tasks and responding to written communications. - Ad-Hoc
- Work products and documents related
to gathering and analyzing information about processes and programs; coordinate 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 levels approval; 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 to assist executive level staff. - Ad-Hoc
- Work products and documents related to arranging meetings and conference rooms; maintain office records; maintain calendars; update web sites; coordinate the conversion of paper documents to electronic files; assisting with timekeeping tasks. - Ad-Hoc
Work Details:
- 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. - 1
- Independently make daily administrative and operational decisions and ensure senior leadership is informed of all relevant matters. - 2
- Assess the urgency of situations determine priorities and appropriate actions. - 3
Research and resolve problems or questions referred by staff visitors and/or external contacts as needed or requested by senior
leadership or relevant stakeholders. - 4- 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. - Coordinate meetings workshops and courses for staff; schedule conference rooms.
- 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 and provide information requested; maintain status of projects; follow up on actions through contact with office staff and
stakeholders. - Schedule manage and attend office meetings as requested.
- Manage monitor and coordinate calendar(s).
- Confirm details and scheduling requirements. Alert assigned/delegated party of key future appointments and conflicts rescheduling as
appropriate. - Coordinate in-person and virtual meeting planning and logistical arrangements including room audiovisual reservations and remote
participation. Prepare and transmit agendas and relevant materials; contact and communicate with participants; prepare and distribute
meeting minutes. - Draft emails on behalf of senior leadership. Ensure acceptable pre-established formats are followed as appropriate and that relevant
stakeholders are copied on all emails. - Screen review prioritize respond and/or forward incoming calls mail and emails. Refer to appropriate staff for action or guidance. Follow transactions through to completion.
- Train new/incoming administrative staff
- 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.
- Support staff as requested as it relates to on-boarding procurement travel timekeeping and property.
- Provide back-up coverage for administrative staff.
- Utilize various administrative databases.
- Serve as the point of contact for maintenance contracts for office equipment.
- Provides guidance to staff on Federal guidelines and procedures.
- Work as a liaison with other administrative groups to facilitate meeting organizational goals for a variety of high-level programs.
- Serve as liaison between NIAID senior executives and division staff; communicate policies protocols regulations guidelines and general information.
- 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.
- Prepare and maintain SOPs guidance documents or instructions associated with the programs and systems used in the organization.
- Develop maintain and update documentation databases and spreadsheets for personnel budget travel and other administrative actions.
- Prepares inventory and purchase requests and assists with property management.
- Prepare requisitions for purchase of office supplies and miscellaneous items; maintain office records including office procurements and
reimbursement procedures. - 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. - Coordinate and process equipment and office supply order requests
- Coordinates with management on special projects.
- Plan or assist in the planning of special projects involving program issues; work with staff on the management of special crosscutting initiatives and task force groups to accomplish programmatic goals.
- Compile data and develop reports and presentations.
- Researchers and proposes new administrative procedures.
- Assist with and maintain SharePoint/Teams 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.
1 2 3 4 5 represents priority rankings where 1 is highest priority and 5 is lowest priority of those ranked
Minimum Education:
Bachelor
Additional Qualifications:
Field of Study
Business Management and Administration
Software
MS Office - Concur - Outlook
Skills
Strong Organizational and Management Skills
Executive level support
Meeting coordination
Travel planning
Scheduling
Disclaimer: The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills responsibilities duties and/or assignments required. Individuals may be required to perform duties outside of their position job description or responsibilities as needed.
The diversity of Axles employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age race gender religion national origin disability marital status covered veteran status sexual orientation status with respect to public assistance and other characteristics protected under state federal or local law and to deter those who aid abet or induce discrimination or coerce others to discriminate.
This role has a market-competitive salary with an anticipated base compensation range listed below. Actual salaries will vary depending on a candidates experience qualifications skills and location.
#INDPSD
Salary Range
$40000 - $58000 USD
Required Experience:
IC
Employment Type
Full Time
